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Until a few years ago, an ideal office used to be filled up with papers, files and paper racks. It was an enormous job to organize these files in racks and maintain them. There was always the possibility of fire or other kinds of damage that would result in permanent loss of those documents. If any of these happened to take place, the files would be irrecoverably lost which cannot be repaired. There was always the need for an appropriate solution to this, and the result was the emergence of “Document management”, which has resulted in a paperless environment in most of the offices today.

It might sound simple, but to make an office, paperless demands a lot of problem settling connected with industrial needs. It is all about managing your documents in the way so that it is within your access whenever needed in the desired form without spending extra time and space. The evolution of computer has added to the simplicity of office work, and the process of do document management is possible just with the aid of a computer. Document management has grown into the top priority in offices where cost cutting has become inevitable, since the overall cost of implementing the electronic document managing system would persuade to be less when compared to purchasing papers, files and racks. Also the space needed to keep these racks may be saved. Imagine, trying to find out particular paper from thousands of papers racked up in your shelf. Not just would this be time consuming, it would be frustrating for the person seeking too.

The electronic document management system is a computer-driven system where custom made software tools are used to capture, process, index, keep, recover, distribute and dispose of the documents. The documents could be in any paper format, which can be changed into electronic files. The system does contain the capturing of documents through scanning, bar coding and optical character recognition.

The majority of the corporate have shown a trend towards transforming all their documents into electronic files, thus reducing the impact of the physical paper on the environment. These electronic files, which are transformed from paper, can be kept on computers or other storage devices and may be reached from anywhere. They may be transferred to across the world through internet. This allows the flexibility of not having to carry papers and also prevents them from being destroyed by fire or other means of destruction. The safety aspect is another benefit of these electronic files which cannot be overlooked. Electronic document management systems can be best utilized in organizations where there is a huge load of documents, which would be too hard a task to manage and also keep track.