Understanding digital document distribution

Understanding digital documents, or what some call electronic documents, is vital if your business wants to improve communication and admin processes. Discover what is meant by digital documents and the business benefits it creates.

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.

Unifiedpost Group document distribution process

What are the benefits of digital document distribution?

Digital document distribution takes into account choice. Choice of your distribution channel. Driven by an acceleration in digital uptake and the need for smarter communication requirements, digital document distribution is critical for efficient and effective document distribution processes.

Digital document distribution firstly reduces physical assets. No more print rooms, no more maintenance of printing and franking machines and no more postal costs.

Secondly, by digitising your document distribution you’ll see benefits beyond cost savings. From reduced complexity, to strengthened security to better client security and compliance.

Plus, by utilising digital document distribution technologies your customers can also reap benefits. Benefits that include faster access to information through a digital format:

Portal

PDF document uploads to a portal allowing your customers to log in and access all documents. Customers no longer have to sift through emails or contact Customer Service teams to find and access their documents.

SMS

SMS text messages for faster, easier and more responsive communication between business and customer. SMS means reaching your customers instantly. Customers are notified by SMS, with a link to their document.

Multichannel and hybrid mail communication solutions

Email

Encrypted PDF documents attached to an email. Multichannel delivery means customers receive important and time-sensitive documents via a faster and more cost-effective solution.

Discover even more digital, multichannel benefits and what they can bring to your business via our Multichannel Benefits blog.

What can digital document distribution add to your business?

Communicating with your customers via digital channels reduces both the cost and time spent on document distribution processes. No longer will you have to create each individual document or communication. Instead, you upload your document template and data file to your digital document distribution system and the system creates and distributes your documents for you.

Plus, with predefined rules in place, your customers will always receive their document. For example, if you choose to distribute your documents via email but your customer’s email address no longer exists, they will automatically be sent their document via print and post. With pre-defined distribution rules in place, and automatic delivery reports, your business has the peace of mind that your customers will always receive their documents.

Choosing your digital distribution partner

When opting for multichannel, digital document distribution, it’s important to pick a partner that can create a solution around your business’ and customers needs. Working with Unifiedpost Group means working with a team that partners with you throughout your entire journey. From our initial conversation we will work together to create a scope of work tailored to your requirements. From ensuring you have the right digital document distribution channels in place, to understanding your project timescales and budget.

Plus, your business will have the confidence of working with an ISO accredited partner and a HM Government G Cloud accredited supplier. Our accreditations highlight how we put your data and security first. You then know that your transition from physical to digital distribution will be a secure and seamless process.

Explore our multichannel solution and gain an understanding of what it means to partner with Unifiedpost Group to transform your document distribution processes.

Multichannel solution