Understanding digital document distribution

Discover what is meant by digital document distribution. What it means for your business and the business benefits.

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.

Traditional document distribution involves printing, franking and posting business documents. Digital document distribution takes away the whole print, post and physical document process, and simply makes it digital.

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.

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:

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 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.
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.

Discover 5 multichannel benefits

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 Prime Document 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 Prime Document to transform your document distribution processes.

Multichannel solution