A good filing system isn't as easy to achieve as one might expect in the digital age. Businesses usually work hand in hand with both paper and digital documentation. The combination of paper and digital documents is a good way to safeguard your records while maintaining easy access in both formats. Both systems of record keeping have their advantages and disadvantages.
Traditional paper filing systems have certain security advantages over electronic systems. Electronic files are usually accessible through a network which makes it possible for unauthorized people to gain access to information. Security breaches are financially harmful to companies and their customers. On the other hand, paper files can be damaged by fires, floods, and other natural disasters.
Hard copy filing systems have a number of advantages over electronic ones. When using paper filing systems your information is safe when you experience power outages or network failures. Even when the power is out, your employees can still access information. Although electronic filing can be extremely useful, there always is the chance that a virus can occur. If you have an electronic database your files can easily be corrupted or deleted with human error or malice.Traditional filing systems are less complex than electronic systems which can make it easier for untrained people to access and handle data. Anyone can look through paper filing systems or find a file. Locating and manipulating electronic database information may require technical training, and user error can result in unintended alterations or data loss.
The right solution depends on the business and personal preferences. In today’s business world it is inevitable that we will see a combination of systems used simultaneously to ensure the businesses efficiencies.