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The last step in electronic document management is to distribute the documents. This is seen as the ultimate goal of this technology. Any document that is digitized, indexed and stored is intended to be found in searches for several reasons, including reading it, processing it again and transmitting it to others. Documents could be disseminated in different ways using different technologies depending on the need. It could occur through display on screen or printing or communication through networks such as email or workflow⁸. Searching for these documents occurs through a controlled query language or in natural language using a combination of keywords.

This diffusion operation can be automated through a workflow system that allows modeling of all the steps and actors involved in the ERM process. This workflow system optimizes the management, processing and communication of documents within the company. It also saves time for all employees by automating all repetitive and tedious tasks. Each employee is thus able to handle a large number of requests and concentrate on activities with high added value.