It’s nearly impossible to distribute a large number of documents without wasting time, effort, and resources. The Document Distribution Matrix helps you streamline the document distribution process while saving time, resources, and labor.
A document distribution matrix is a table that helps to organize the distribution of documents. The table lists the type of document and who will be receiving it. It also includes a column for the date when the document was sent and a column for comments on any special needs or requirements.
Although this table is mostly utilized in the construction sector, it can be used in any industry that deals with paper or digital documents. It is created at the start of the construction project and is regarded as a component of document control.
The purpose of this matrix is to distribute documents in an organized manner, so that all parties involved are knowledgeable about what they need to do with the documents.
A document distribution matrix can be used in various ways. For example, it can be used for a company’s annual report where there is a need for 100 copies to be distributed among employees. The company may choose to send this report by email or post it on the company’s intranet site as well as make hard copies available in the office lobby.
What is Document Distribution Matrix?
The document distribution matrix is a way to visually represent the flow of information and the process of distribution.
The matrix is divided into rows, where each row represents a person or group. The columns represent the different types of information that can be distributed.
This matrix is helpful for understanding how information flows through an organization and for identifying bottlenecks in the process.
DDM should always be revised and updated according to the changes in the organization and if any new party or group needs to have access to specific types of documents.
Benefits of using a Document Distribution Matrix
DDM provides an efficient way to distribute documents to employees and stakeholders. It helps in making sure that everyone on the team has access to the information they need, at the right time.
The top 5 benefits of using a document distribution matrix are:
1- Deliver information
DDM assists in providing employees with information according to their level of knowledge. Colleagues can respond more quickly and make well-informed business decisions when they have access to information when they need it.
2- Visual representation
Organizations that deal with a large volume of documents simultaneously must be able to see how the documents are flowing. DDM aids in establishing and comprehending at a higher level who has access to what documents and what actions each group is expected to take.
3- Track documents
Any information management practitioner will answer clearly, “Information chaos,” when asked about their greatest nightmares.
Without a mechanism to visualize and manage the information flow, it is very simple to lose track of documents. DDM is an additional component that will enable companies and experts to always regulate the flow of data.
4- Control documents
One of the first things to do when creating the document distribution matrix is to make a list of all the document types that your organization will be working with. This section assists in comprehending document sources, types, and the procedures necessary for each type.
5- Control security
Document security is one of the most challenging areas of document management. We are forced to constantly grant or demand access to specific types of documents for individuals or groups while the business continues to run.
One of the greatest advantages of a document distribution matrix is having a table that lists the access control strategies used. It helps reduce risks associated with information security.
How to Create a Document Distribution Matrix?
Here are the 7 steps that you need to follow to create a document distribution matrix.
1- Meet with stakeholders
The first step in developing a DDM is to consult with various organization stakeholders to determine how they anticipate receiving documents from each departmental division.
Consolidate the points after the meeting, then resend them to each stakeholder for confirmation.
2- Identify document types
The two most important information in the document distribution list are document types and groups.
At this step, you need to identify all the document types gathered from step 1 that your business will be working with.
Check these document types for duplications and the possibility of using the same document type across various departments.
When you have the final list, you can represent each document type in a different row in the sheet.
3- Identify groups
Once more, the list of groups to be determined comes from step 1. Create a list of all the groups that are available in the organization after analyzing the data that has been gathered.
When you have the complete list, you may express the groups in the sheet as columns.
4- Include method of receipt
For each group in the matrix, you will need to specify what is the method of receipt that they require. Some employees require hard copies, others require electronic copies.
You can use different abbreviations, for instance use “p” for paper document and “d’ for digital documents receipt methods.
For more information check out the below image
5- Authorize the document distribution matrix
The DDM must be approved and signed by the appropriate parties after you have the final list prepared in order to future-proof your document distribution process.
When you need to control the flow of a large number of documents, a document distribution matrix is a crucial part of any document management strategy and an important module in any document control software.