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Electronic Document Management Solutions

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Dataprotection is crucial for protecting your business's continuity. Unnecessary failure such as the business premises burn down to the ground,severe flooding, natural disasters or even the computer hard disk failure aresome lost that are irretrievable. For adequate data protection, you need toestablish a data backup system could archive business data regularly, createdata backups on reliable media and keep updated data backups in a secure,off-site location. It's also important to keep the files on your computerorganized and up-to-date. Just as with paper files, the goal of computer filemanagement is to ensure that you can find what you're looking for, even ifyou're looking for it years after its creation.

Beginningin the 1980s, a number of vendors began developing systems to managepaper-based documents. These systems managed paper documents, which includednot only printed and published documents, but also photos, prints, etc. Theearliest electronic (EDM) systems wereeither developed to manage proprietary file types, or a limited number of fileformats. Many of these systems were later referred to as systems, because the main capabilities were capture, storage, indexing andretrieval of image file formats. These systems enabled an organization tocapture faxes and forms, save copies of the documents as images, and store theimage files in the repository for security and quick retrieval (retrieval waspossible because the system handled the extraction of the text from thedocument as it was captured, and the text indexer provided text retrievalcapabilities. EDM systems evolved to where the system was able to manage anytype of file format that could be stored on the network. The applications grewto encompass electronic documents, collaboration tools, security, and auditingcapabilities. The importance of document management system must be observed;document archiving are preserved for future readability, the distribution mustbe available for the people that need them, ease in retrieval and keeping thedata away unauthorized personnel from reading, modifying or destroying thedocuments.

Electronic Document Management Solutions

Electronic Document Management has been widely accepted as the practice of creating and storing documents. What lacks common acceptance is the need to retrieve, archive and sort documents as per requirements. With real estate costs climbing feverishly, and businesses process becoming more and more complex and demanding, the need to implement an integrated electronic document management

system is growing by the day. Realizing this opportunity, several global software vendors have come up with their document management products to facilitate this process and more and more organizations are implementing this system in today's world.

It is important to understand what exactly electronic document management refers to and why is it so important to organizations, small or big. Electronic Document Management System refers to a system whereby documents are created, modified, stored, distributed, secured and retrieved with the help of software tools.

An organization must ponder several times and answer several questions before it goes about implementing a document management system. Some of the questions that must be asked can be:-

(1) Are your documents uniformly marked and stored for “finger-pointed” retrieval.

(2) Can you easily gather related documents that are physically distributed at different places.

(3) Can your personnel easily locate documents created or modified by others within the organization, regardless of the format and method of creation of the documents.

(4) How long does it take to locate the desired bunch of documents.

(5) Can you find a specific type of similar documents over a date range quickly and effectively.

(6) Can you track back the person responsible for handling any particular document.

Answering the above questions can easily help you take a decision. Also, to arrive at a conclusion, one must keep in mind the following characteristics of a suitable document management system.

(a) Should convert your office into a paper-less office by electronically keeping track of all documents.

(b) Should seamlessly integrate with your existing manual document management methods.

(c) Should help your business grow faster by ensuring fast and accurate availability of information.

(d) Should help you analyze the efficiency of co-workers by keeping track of documentation work allotted to them.

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Both Hannah & Amit Khemka are contributors for EditorialToday. The above articles have been edited for relevancy and timeliness. All write-ups, reviews, tips and guides published by EditorialToday.com and its partners or affiliates are for informational purposes only. They should not be used for any legal or any other type of advice. We do not endorse any author, contributor, writer or article posted by our team.

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