As our computer technology evolves, increasingly more tasks and files
are managed electronically on a server. Companies often have to switch
to an electronic format just to stay competitive. It would follow, then,
that the need for paper is slowly being eliminated. From an
environmental standpoint, this is good news. However, many industries
still rely on paper for new files and records, and countless industries
have warehouses full of archives in off-site storage. In fact, there are
over four trillion paper documents stored in the US today, a number
that increases about 22 percent annually. This statistic isn't just
about space. Countless hours of manpower was used to file and organize
the documents. It costs an estimated $20,000 to fill a five-drawer
filing cabinet with paper documents. More time and dollars are spent to
go hunting for a document that may or may not be where it should.
Additionally, the files are at risk of being lost, corrupted, or
destroyed, all of which lead to lengthy and expensive measures to
restore what is gone. Paper filing is therefore not only becoming
obsolete; it is far more efficient to keep files stored electronically.
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Many
industries have started the arduous process of converting all of their
old or archived documents into electronic data. Some businesses are
pressured more than others to stay on top of the change. The ERIC
(Education Resources Information Center) database is currently working
to digitize all of its microfiche reports. As an educational resource,
it is important to make this change, though copyright holders may cause
problems in this process. Court systems are actively making changes to
be more electronically friendly; interestingly, lawyers have a unique
interest in paper. When paper is gone, it stays gone. Electronic
information still exists somewhere, even when deleted. The recovery of
metadata is an especially delicate matter to lawyers. Obstacles unique
to an industry may impede a complete overhaul; it is important for any
business to assess the pros and cons of converting to a paperless
system.
The advantages to electronic storage are many. Benefits of such a conversion include:
Accessible data - It is estimated that 500 hours per year are spent
searching for documents in an office setting. Files stored in a database
are never lost or misplaced, and they are easy to find when needed.
Document integrity - Electronic data is not susceptible to any form of
wear or deterioration. Additionally, scanning documents into a PDF file
keeps the electronic file looking exactly like the original
Security - Files can be set up with access control to safeguard
sensitive documents. System administrators may also restrict the actions
users can perform on files to prevent deleting or corrupting
information.
Damage control - In addition to never being lost,
digital files are safe from fire, smoke, and water damage that a
business or storage site may suffer if disaster strikes
Updates -
Updating electronic information is easy, and all users have immediate
access to the changes. This eliminates the risk of human error when a
document has to be recreated and updated at more than one facility
Productivity - Data that is accessible by more than one person at a
time without leaving his or her desk reduces time wasted finding and
sharing hard copies of documents.
Storage space - Not only does
it cost money to store documents off site, retrieving the documents
costs even more. Space is neither free nor guaranteed. Condensing files
onto discs or the web frees up that need for real estate.
Finding
reasons to convert paper to an electronic format is easy. Software and
support specialists even make the conversion fairly simple. The process
of creating digital images from paper documents entails feeding the
document through a paper scanner that converts the document into either a
tiff or PDF file format. Imaging software is needed to enable multiple
users to access all the different document types at the desktop level.
Some of the common conversion processes include microfilm to image,
microfiche to image and paper scanning to PDF or other formats.
The
major factor in question is total cost. Large businesses may implement
software-based technologies like Enterprise Content Management or
Electronic Document Management. Alternative systems more affordable to
small and medium sized businesses include Network Office Appliances and
an Application Service Provider. Aside from the investment in the
technology, time is still needed to complete the job, and depending on
the amount of paper to be converted, time (and manpower) can be a major
factor.
The decision comes down to whether or not it's worth the
time and money spent making the change. Sparing trees and space is
worthwhile, but really the value of the documents in question is what is
at stake. If the integrity and accessibility of the files are of utmost
concern, then the conversion is likely worth the cost and effort.
Businesses that research their options and wisely use their resources
will experience a much smoother transition. Remember: once the
transformation is complete, the hard part is over. The resulting
security, ease, and convenience will last forever.
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