Which is Better, Paper or Electronic Documents?
The onset of the digital age has brought many fundamental changes to virtually all areas of human endeavor. The business world is no different in this regard. But despite all the innovations, one aspect has remained constant. That is the need for documentation.
Whether it’s shuffling paperwork around the office or dealing with digital documents, this is something you need to deal with on an everyday basis. And by the looks of it, it is unlikely to change anytime soon.
Because of this, making the choice between sticking with paper documents and switching to their electronic counterparts is an important one. Therefore, it is worth examining the pros and cons of both practices to see which one comes out on top.
The Upsides of Going Digital
1) Storage Space
As you are well aware, paper can take up a lot of room. As your workload increases and your archives become more extensive, file cabinets can turn into a real burden. For larger companies, it may even become impossible to store everything on-site. You then need to either have a dedicated secondary location of your own or rely on third-party documentation management companies. Both of these solutions come with inherent issues and expenses.
On the other hand, storing electronic documents requires far less space. Hard drives and servers can hold immense quantities of documents without any of the hassle.
2) Searchability
Digital documents have a two-fold advantage in this department. For one, it is much easier to find the document itself. It takes a couple of clicks and next to no time. In addition, there is no need to refile the document after you are done using it.
Secondly, you can easily search for specific sections or keywords within the document. This is a major timesaver, particularly when you’re dealing with documents which have a lot of pages.
3) Sharing and Accessibility
When you go digital, there is no longer a need to make photocopies and distribute documents individually. Email and cloud solutions make this effortless and also allow you to work regardless of your location.
4) Revisions
It is also much easier to revise and edit electronic documents. As an added bonus, you can keep track of all the different versions. This way, you will know who made the change and when.
5) Environmental Impact
Finally, digital documents can be a huge factor when it comes to reducing your carbon footprint. And it’s not just about the paper – you also need to consider the toner, staples, and other elements. Digital is eco-friendly and helps you do your part for the environment.
The Advantages of Paper
1) No Software Support
Whatever software system you use to manage your electronic documents, there is always the risk that its company will stop supporting it. In that case, you will need to convert your files in order to avoid the risk of being unable to access them. You have no worries of this kind with paper.
2) No Different Formats
You can also run into problems when it comes to the format of your digital files. Anyone who’s tried to open an old version of a Word document knows this all too well. Therefore, ensuring your documents have both forward and backward compatibility is not always easy.
3) No Outdated Media
For many years, floppy disks were the way to transport electronic documents. Nowadays, it is practically impossible to find a computer with a floppy drive. And even though they are not quite there yet, CDs are on the same path. As a result, this is another thing you need to keep in mind when you digitize your records.
4) Paper Documents Aren’t Compact
This may sound like a drawback, but there is a catch. While this makes paper documents more difficult to manage, it also makes them more difficult to destroy or duplicate without permission.
5) Paper Is Reliable
When all else fails, a paper document will always work. It is not the most elegant solution but it still has its merits.
Conclusion
While paper still has its uses, it is clear that electronic documents are the way forward. And the ultimate reason for this is simple – money. Not only are digital documents cheaper to manage, they are also an essential factor in boosting productivity. This, in turn, generates further revenue.
However, because paper documents are so widespread, you may not always have their electronic versions available. This means you need to convert them. Fortunately, there is a quick and cost-effective way to achieve this.
Kofax’s OmniPage family of products is the answer. With OmniPage, you can digitize your paper documents, enhance your efficiency, and make the most of the digital age.