In today’s digital age, efficient document management is crucial for businesses. Part of designing an efficient document management system is choosing between digital and paper documents (or choosing to use both). This article will explain what you need to know to make an informed choice.
Understanding paper/physical documents
There are two main reasons for using paper/physical documents. The first is that it might be a legal requirement. This is becoming increasingly rare but does still apply in some cases. Even when it doesn’t, some businesses may prefer to keep paper copies of important documents alongside electronic ones. This gives them an extra level of security, especially where signatures are involved.
The other is that paper copies of documents can be more practical than electronic ones. In particular, reading them can be easier on the eyes than reading documents on a screen. This is less true with dedicated e-readers than with multipurpose tablets. The problem here is that e-readers are really designed for consuming e-books. It is often possible to load other documents onto them but, at present, it can be a cumbersome process.
Similarly, annotating paper documents can be much easier than annotating digital ones. People can simply grab their choice of materials such as pens, highlighters, sticky notes and paper clips and annotate freely. Electronic documents can often be annotated but people do not necessarily find the process as intuitive.
On the flip side, paper/physical documents are vulnerable to damage, loss and theft. Fire, water damage or misplacement can lead to irreversible loss of critical information. Additionally, physical storage space is required to house these documents, which can become a challenge as the volume of documents accumulates over time. Lastly, accessibility and collaboration options are limited with paper documents, as they often need to be physically transported or mailed, causing delays and inefficiencies in workflows.
Understanding electronic documents
The main advantages of electronic documents are their efficiency and their convenience. They offer efficient storage, retrieval and searchability, as digital files can be organised and indexed electronically, making it easy to locate specific documents quickly. Electronic documents offer enhanced accessibility and sharing features, enabling authorised individuals to remotely access and collaborate on files without the need for physical transportation. Additionally, electronic documents provide heightened security measures, including encryption, password protection and access controls, mitigating the risk of unauthorised access and data breaches.
With that said, electronic documents also have their disadvantages. They carry the inherent risk of data breaches and data loss due to factors such as hacking, malware attacks or hardware failures. To safeguard sensitive information, businesses must prioritise investment in robust cybersecurity measures. Moreover, reliance on technology poses another challenge as technical issues like software glitches, hardware failures or compatibility problems can hinder seamless access and retrieval of electronic documents. It is important for businesses to address these concerns by implementing appropriate backup systems, maintaining up-to-date software and establishing contingency plans to mitigate potential disruptions.
It’s also worth noting that using electronic documents can potentially make it more challenging to comply with data-protection rules. This particularly applies when businesses are using third-party vendors. Businesses must always be fully aware of what data is located where (in the world) and who has access to it.
Best practices for document management
To optimise document management, businesses can adopt several best practices that leverage the strengths of both digital and physical document methods. One approach is implementing hybrid solutions, where certain documents are stored in physical form while others are digitised (and some are kept in both formats). This allows businesses to benefit from the tangibility of physical documents for specific needs while enjoying the advantages of electronic storage and accessibility for other documents. Implementing effective document management systems is crucial for organising and maintaining both digital and physical documents.
This involves creating a clear organisational structure, implementing version control and establishing naming conventions for easy retrieval. Utilising document management software or platforms can streamline workflows, facilitate collaboration and enhance document security. Security considerations should be at the forefront of document management practices. Implementing strong access controls, encryption and user authentication measures can help protect sensitive information. Regular backups of electronic documents are essential to ensure data integrity and guard against potential loss.
We can store your documents
Here at Rads Storage, we offer both physical document storage and digital document storage! We will securely store your documents and you’ll have access to them whenever you require, free up office space and take advantage of external storage! If you have any questions regarding our services, please contact us today and our friendly team will be on hand to help.