Options For Dealing With Transmittal Documents

For most of us, sending transmittal documents is quite easy because most of these documents are very small

. In these instances, a simple email message or an attachment to an email is all that is necessary to get our information to our recipient. This whole scenario changes, however, when the document that needs to be sent is quite large.

This is a common situation that faces architecture, engineering and construction firms, which must send large blueprints or CAD documents electronically. Until recently, sending documents via FTP, or file transfer protocol, was the most common method available for sending larger documents, but anyone who has ever actually attempted to utilize FTP with a large document comes to a quick understanding that it can be rather complicated to complete what should to be a simple and quick process. Because this is a routine task thats repeated throughout the business day, it needs to be done as efficiently as possible in order to maximize workflow in the office.

There is, however, some new document transfer technology now available that helps to streamline the process of sending, receiving and tracking large documents securely online.

These newer transmittal software solutions have been designed with construction, architectural and engineering firm's needs in mind. The best transmittal management software is web-based for ease of use. These solutions offer a fast, secure and easy way to share large blueprints and CAD files, completely replacing FTP software. All that is required to make it work is that your computer be online and that you have access to any common browser, such as Firefox or Internet Explorer. No special hardware or software is required for you to send and receive your large digital documents.

Another benefit that comes with using these newer document management solutions is that they also have tracking protocols built into the system. This helps to improve your office workflow because you can easily find out the time revisions were made to a document as well as the status and history for each large document that you or a team of engineers is currently working on. Update reports are automatically generated, letting you and other team members know when updates have been made to files. Multi-level security means that confidential and sensitive documents can safely be transmitted as well.

With all of these important features in place, using these new software packages makes working at an architectural, construction or engineering firm much easier, and allows you to focus on your work rather than routine and repetitive tasks such as sending and receiving documents.

by: Wayne Hemrick

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