Automating the distribution of documents makes it easier to send documents, forms and other types of data, such as controlled data to employees, customers suppliers, customers, and other stakeholders. It removes the need for physical paperwork that requires manual handling. It also permits users to keep track of the status of their comments and changes in a central repository. This prevents duplicate work or data loss or discrepancies. Document management software, such as ImageSite and EngineBox, is able to accept paper-based types of documents digital files, as well as other inputs from multiple devices and applications. The software can be adapted to meet the demands of growing companies and include tools like electronic signatures, data capture and workflow automation.
The software lets you create a single source of truth for your documents, and allows you to control the version of your documents. You can find the most recent version of a document in the document management software even if you have multiple versions within your folders or programs. This can save your organization time and money.
This is especially important for projects that are in the construction and engineering industry, where lots of documents for projects are changed throughout their life. It is crucial that project managers have access to the most current versions of these documents. Without a document distribution program you could be spending valuable team members’ time sifting through a variety of folders, emails inboxes and devices to find the most current version of a document.