Most organisations are still very traditional when it comes to document distribution. With many predominantly sending the bulk of their documents via print and post. However, as digital adoption continues to grow, businesses need to understand what digital can do for them.
Read on to discover how digital can play a part in document distribution. What this can mean for businesses, the benefits and the providers to choose from.
What is digital document distribution?
Digital document distribution is a system that organises, manages and distributes documents. All carried out via digital processes.
What some may refer to as also electronic document distribution, takes away the need for physical documents and in-house print and post, and digitises the whole process for you. This creates digital files and digital ways of distributing your documents and communications.
This means keeping the document digital in its lifecycle. A document is created digitally, and then distributed by digital, multichannel methods. Digital, multichannel methods means distributing the document by the channels suited for your business and your customers. From email, to SMS, to portal, to app.
How can documents be transmitted digitally?
Distributing documents digitally is more than just attaching a PDF to an email and clicking send. Transmitting documents digitally means creating a digital file. A digital file that can be audited, validated and tracked. But how does this all work?
When using a digital document distribution system, the process is simple and smart. The process is also more efficient and cost-effective compared to physical, paper document distribution, more commonly known as print and post.
A business transfers their document template and data file via their distributor’s secure connections. The distributor will audit and validate the data to check for any discrepancies. These discrepancies are flagged with the business before any further steps take place. The data is then applied to the document template so that each individual document is created. Think of this step as an advanced mailmerge. The documents are then distributed via multichannel methods. Channels that include email, app, SMS, portal and still print and post. The difference between traditional in-house print and post and digitally distributed print and post is that the information has been audited and a digital file still exists for the business.
Take a look at the entire process below.