Data protection 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 are some lost that are irretrievable. For adequate data protection, you need to establish a data backup system could archive business data regularly, create data 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 computer organized and up-to-date. Just as with paper files, the goal of computer file management is to ensure that you can find what you're looking for, even if you're looking for it years after its creation.

Beginning in the 1980s, a number of vendors began developing systems to manage paper-based documents. These systems managed paper documents, which included not only printed and published documents, but also photos, prints, etc. The earliest electronic document management (EDM) systems were either developed to manage proprietary file types, or a limited number of file formats. Many of these systems were later referred to as document imaging systems, because the main capabilities were capture, storage, indexing and retrieval of image file formats. These systems enabled an organization to capture faxes and forms, save copies of the documents as images, and store the image files in the repository for security and quick retrieval (retrieval was possible because the system handled the extraction of the text from the document as it was captured, and the text indexer provided text retrieval capabilities. EDM systems evolved to where the system was able to manage any type of file format that could be stored on the network. The applications grew to encompass electronic documents, collaboration tools, security, and auditing capabilities. The importance of document management system must be observed; document archiving are preserved for future readability, the distribution must be available for the people that need them, ease in retrieval and keeping the data away unauthorized personnel from reading, modifying or destroying the documents.

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