In the post-COVID era, public service agencies are facing staff shortages and office closures as well as an increase in the demand for services. They must work with customers via remote access, while making sure sensitive data is secure and ensuring a smooth customer journey. Document exchange can help them accomplish this by providing an easy, quick and accessible method for their customers to view and accept documents.
There’s a variety of applications for efficient document exchange, each with its own strengths and weaknesses. Some are tailored for specific industries and support different formats of documents. Some offer more advanced collaboration features and include a dynamic document editor. This allows stakeholders to work on a document simultaneously and also communicate through chat in-document and commenting capabilities. This also stops the back and forth of transferring files, which can delay the work of a project.
Certain software designed for easy document exchange has the ability to recognise text and images within a file, allowing it to automatically categorize the document, identify, label and tag information. It is easier to find specific information and can also recognize handwritten notes, whiteboard images as well as scanned documents. This could reduce the need for manual search, and can also improve accuracy.
Other software that facilitates the exchange of documents can provide audit trails of all system activity. This will help to reduce the risk of data breaches and give business owners peace of mind that their data is taken care of. Certain software also detects duplicates to help save time and space.