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 ,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.
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.
| Price : $59.98 | Post Date : Apr 28, 2012 07:34:06
