www.dataroomstudios.org/how-does-legal-document-distribution-software-work/
Documents are a critical component of every business, but they can be hard to keep in the loop. Employees can waste time and money trying to find documents without an organized system for distribution of documents.
With the right document distribution software you can ensure that all participants have access to the version of the document that they require. This is particularly important for industries like engineering and construction that rely heavily on highly technical documents to run their daily operations. Every project document undergoes multiple revisions and updates, and the correct storage and availability of all versions is critical to the success of any project.
The best way to organize and distribute project documents is to use the document distribution matrix, which is basically a spreadsheet that defines the people who require what documents and when they need them. The matrix also outlines how the files are being distributed (by email, file transfer protocol servers, a document scanner, or in-person) and allows users to schedule reminders so that they don’t get forgotten or overdue for review.
Another feature that is beneficial to document distribution software is indexing, which automatically categorizes documents according to the types of information they contain. This makes it simple to move them through workflows and then locate them later. Version control and simultaneous collaboration tools ensure that everyone is working with the most recent version of a document and prevent confusion caused by multiple and contradictory updates.