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Documents are an essential part of every company, but it can be difficult to keep up with them. Without a central document distribution system, employees waste all day searching for the documents they require in a way that wastes valuable resources and decreasing efficiency.

With the right document distribution software it is possible to ensure that all stakeholders have immediate access to any version of the document they need. This is particularly important for industries that depend on highly technical documents for day-to-day operations, like engineering and construction. Every project document goes through multiple revisions and updates, and the proper storage and accessibility of all versions is critical to the success of any project.

A document distribution matrix is the best method to manage the project documents and distribute them. It is a spreadsheet that identifies who needs which files when. The matrix also details how the files are being distributed (by email or file transfer protocol servers, a document scanner, or in-person) and allows users to set reminders to ensure they aren’t forgotten about or overdue to be reviewed.

Another useful feature of document distribution software is indexing, which automatically classifies documents according to the types of information they contain. This makes it easy to move through workflows and locate them later. Version control and simultaneous collaboration tools ensure that everyone is working with the most current version of a document and avoid confusion caused by multiple versions, or contradictory changes.