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Term: PAPERLESS OFFICE
Many businesses feel that they are drowning in a sea of paper. Studies show that offices increase their paper demands by 25% per year; retention periods are becoming longer and access to the documents are becoming greater. What happened to the dream of the paperless office? How can a business cope with their increased need for documentation? The answer lies in Electronic Document Management (EMD) systems. Document management systems have been around since stone tablets. The use of filing cabinets, file folders, and index cards comprise some of the components of a document management system. The ability to efficiently store documents and easily search and retrieve their contents has been a constant struggle for records managers. While microfilm is a good solution for permanent storage its search and retrieval mechanisms are cumbersome. Enter the use of computers to manage document storage and increase search and retrieval capabilities. EDM systems offer secure archive capabilities, elimination of lost or decaying documents, and instantaneous access to all of the documents in the repository. Today, a document can be scanned into a computer and the user can search a template profile or search the entire text of the document. CD ROM's have over a 30 year shelf life and can store over 15,000 documents. A document that is stored on a computer can be easily located, and once it is found it can be printed, faxed or e-mailed. Another advantage of an EDM system is its archival abilities. Imagine storing 10 file cabinets worth of paper documents in your desk drawer, and being able to retrieve any document within 30 seconds! What is the cost to all of this paper? Consider that an average company spends $25,000 to fill one file cabinet and $2,100 a year to maintain the cabinet. While vast improvements have been made over the past few years, an EDM system may not completely abolish a company's paper requirements, but it will exponentially allow for better management of those documents. An EDM system may be the solution your company is seeking, so that you can concentrate on managing your business, not on managing your paper.
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