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Document distribution software enables companies to send critical documents, such as statements and invoices, electronically to customers, vendors and other stakeholder groups based on their preferred method of receiving. This software is an effective way to help companies manage daily processes, cut the cost of processing and meet the requirements of regulatory compliance.

Customers of document management solutions are looking for tools that can help them unify their storage of files, improve the organization of data and tracking, and facilitate secure collaboration between internal and external teams. A quality DMS can automate tasks such as routing the documents, archiving them, and approving them. According to the IBM Center for the Future of Business, organizations can save up to $864,000 in operational costs per year through the use of workflow automation features.

Many businesses find that organizing files is their biggest challenge. Without a central repository, employees must search through desktop folders, network drives, and email inboxes to find the information they require. This can be a time-consuming process as employees spend more time searching for files rather than working on more important tasks.

A good DMS will offer an easy-to-use and intuitive interface to ensure that the appropriate users have access to the most important documents. It should offer the ability to track who changes or updates a document and provide backups that include version history. This feature prevents confusion between team members and protects the integrity of data.

The best DMS will permit real-time collaboration and allow you to share documents with multiple users at the same time. It also comes with built-in security that protects sensitive information and enables companies to comply with the requirements of regulatory agencies.