How to Simplify Sending and Receiving Documents

By Adam Walters | 10/25/2024 | 3 min read

Sharing documents and files doesn’t need to be complicated. IRIS Document Management Solutions helps ensure that you share the right document with the most updated information every time. Discover how creating a customized database with IRIS for your documents can help you simplify sharing documents both internally and externally.

Create a Custom Database

The first step to making document sharing easy is to create a stable, custom database for your company. With IRIS’s document management solutions, this process takes all of your existing files, folders, and documents and creates a standardized process to organize and label each one. This process creates a dedicated spot for every document and file, which also makes it easy to identify and remove any duplicates.

Once everything is sorted and stored within your new database, all new documents and files will automatically be saved and organized within that system ensuring that you can always find the document you need when you need it.

An organized database is important because when you send a document, you want to make sure you are sending the correct one. Sending an outdated document or an early draft of information can lead to confusion within your company, or cost you a client when sent externally. A secure, stable database also helps protect your documents and you know when they are sent to other people, they are getting the right information and the right document every time.

Sharing Documents Internally

Teamwork and collaboration work best when you can access and share accurate and up-to-date information. With your database established through IRIS’s document management solutions, whenever you share a document, you aren’t just uploading and sharing a file from your computer to be sent, you are sharing a link to the database, giving your coworker access to the same file you are accessing and working on. If you, or any collaborator, revise the document, the document is automatically updated. This means you’re never working with outdated information.

Because documents are stored on the database, there is no need to save and re-name every version you work with. With IRIS Document Management Solutions, you’ll no longer have to decide between the files named “Final Draft”, “Final Version” or “Real Final Draft”. You’ll always have the most recent document with the most up-to-date revisions and information on it.

Sharing Documents Externally

External communications are vital, but sending out the wrong information or outdated information can be dangerous. You want to make sure that your clients get the right information, and that nothing gets lost or forgotten.

With IRIS Document Management, you can quickly find the document you’re looking for and easily check if it is the most up-to-date version before sending it. That means you should never be worried about sending outdated information or the wrong file again.

Do More with IRIS Document Management Solutions

IRIS Document Management Solutions makes storing, managing, and organizing your documents easy. We ensure you always have the right document when you need it. Talk to a specialist today and see how IRIS can help streamline your firm.