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Document storage and distribution software helps companies manage the lifecycle of digital files and documents such as storing them, searching them and distributing them to authorized users. Centralizing and keeping files in a secure repository increases efficiency and productivity, while reducing costs by eliminating the need to purchase and store physical filing cabinet and storage areas.

Businesses should also have a file-management system that allows them to retrieve important documents quickly and efficiently. This is accomplished through the availability of multiple search options, including full text search, and also the ability to filter results based on the attributes of the document or metadata.

The ability to quickly locate and retrieve documents can save workers time and cuts down on overall labor costs. This is particularly important for businesses that rely on documents to meet regulations and internal protocols such as manufacturing and healthcare.

The security features of a file management system are also important to consider. They include audit capabilities that allows companies to track who has accessed a certain file, when and how it was modified, and who is responsible for the modifications. This helps businesses ensure that files are not tampered with or stolen.

Furthermore, file management systems should be capable of importing both digital and paper-based files in different formats and be able to convert these into more standard documents such as PDFs. It is also essential that the system used to manage files be compatible with the standard formats used in the workflows of a company.

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