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DESCRIPTION
Many organizations suffer from Documents Distribution, as their HODs/CEO wanted each document to be reviewed and they will take their own sweet time to mark the distribution or ignore to issue to some important discipline for review.
The response is delayed and organization many a time faces administrative, legal, and fiscal issues due to delay in response for some critical issues...
Organization /Project Distribution Matrix is predefined for all incoming and outgoing Correspondences, Document & Drawings distribution authorized by higher management and department heads.
Distribution Matrix is consists of an excel sheet where at one side the depart Documents types are mentioned in raws and in the column, the recipient's names or designations are shown. Top Management will assign marks A for Action, I for Information as per document importance review, and the final copy is issued to Document Controller for distribution action.
Document Controller, Administrators, Secretaries are responsible for distributing the documents in hard or softcopy through e-mails or DMS systems as per the distribution matrix marks and if in doubt ask the concern manager, if more distribution is required for Action/Information.
Distribution Matrix reduces time and cost on distribution and action is taken faster within the review cycle period.
Many companies are using Distribution Stamp, Distribution Slips and Control Distribution Forms too.
Due to Digital Content and Distribution Groups created in DMS, software distribution is possible within 24 hours.
Confidential Documents to be distributed to only authorized marked persons.
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Source: Best Practices in Document Management, Records Management Excel: Master Distribution Matrix Template, Forms & Stamps Excel (XLS) Spreadsheet, Prakash Patel (DMS Trainer & Consultant)
