Paper Documents Vs Digital Documents

Would you prefer working with paper documents to digital documents?

"Documents are important not because they are found everywhere but rather because they are so evidently necessary to the way people think and live" - Lisa Gitelman, Paper Knowledge

Both types of documents are absolutely necessary in our workspaces and have their strengths and weaknesses.

We can focus on four factors that make them different, including Cost, Accessibility, Security, and Environmental impact.

1. Cost

Paper Documents

Pros

At the start of business the use of documents is very minimal and thus only basic materials are required thus using paper documents is cost effective. Paper documents would be the best option to use at this time.

Cons

As the business grows the costs of using paper documents increase because now you need space to store these documents and also the need to maintain the documents increases.

Digital Documents

Pros

Long term the cost of investing in digital tools is low and this is due to reduced material costs. You are no longer using paper or ink. The cost of purchasing printer consumables and maintaining printers is no longer included in your budget.

Cons

The upfront cost of investment in software and devices is quite steep.

2. Accessibility

Paper Documents

Pros

When using paper documents you don't need Power, Internet or Technical know-how to access your documents.

Cons

Paper documents can be difficult to organize. Retrieving information quickly, especially when they have accumulated for a long time becomes a dream.

Digital Documents

Pros

Digital documents can be easily retrieved and are easy to search, share and access at any time and anywhere.

Cons

Relies on internet connectivity.

3. Security and Privacy

Paper Documents

Pros

Paper documents can be locked away in a secure place. They are less susceptible to cyber-attacks.

Cons

Paper documents are vulnerable to misplacement, loss, damage or theft. They are at risk because of fire or flooding.

Digital Documents

Pros

Security is enhanced through encryption, password protection and backups. And the files are easy to recover in case of accidental loss.

Cons

They are susceptible to cyber threats and the risk of data breaches.

4. Environmental Impact

Paper Documents

Pros

Paper documents can be recycled and reused.

Cons

The production of paper documents contributes to deforestation and water waste.

Digital Documents

Pros

Reduces paper wastage and promotes sustainability.

Cons

Increase in electronic waste and energy consumption, especially in data centres

So which choice are you comfortable with?

Paper documents might be comfortable in the short term for your everyday tasks, but for long-term organization and collaboration digital documents would work best.

What do you prefer?

Let us know in the comments and kindly share if helpful ????

Buy our Ebook and learn Introduction to Electronic Document Management Systems for Small and Medium Enterprises