Whether you’re starting a new business or evaluating your business’s current structure, you need to consider how you want to handle files and documents. There are two main methods of document management: physical and digital filing. If you want to learn more about each type, you’re in the right place. Here are some pros and cons of using paper versus digital documents. Use this information to choose which filing type is best for your office.
Pros and Cons of Paper Documents
Many businesses still use paper documents for managing their business’s information. This is because paper files are more familiar to many workers and provide a sense of reliability. Some people find it easier to trust physical documents over digital information. This is why many organizations still provide physical legal and financial business documents. Physical papers also offer easy access and readability from anywhere.
While paper documents are more familiar and convey a sense of trust, they also have a couple of downsides. Physical documents take up more storage space in an office or building. However, organizing your files and shredding old papers regularly can help manage file space. They’re also easier to lose or damage than digital copies.
Pros and Cons of Digital Documents
There are also several advantages and disadvantages of using digital documents. For example, digital files can be more efficient to store and access across your business’s network. You can easily search for documents in your digital files rather than leafing through a paper trail. Digital documents also use less physical space because you can store them in a cloud or server.
Like paper documents, there can be downsides to using digital records. Digital documents are more susceptible to information theft from hackers or data breaches. People are also more familiar with physical documents, which means there can be some resistance from employees, customers, and clients when it comes to using digital files.
Which Is Best for Your Office?
The choice between physical and digital documents for your business comes down to personal preference. There’s also the option to use both types of filing systems. Because paper documents can become damaged or lost more easily, many businesses make digital copies of particularly important ones. Using both digital and physical information management in this way can provide the same authority of physical documents alongside the efficiency of digital filing.
Now that you know the pros and cons of paper versus digital documents, you can more easily choose which filing method is best for your office. And if you’re looking for paper shredders to help manage your inventory of physical files, browse our selection of machines today. Capital Shredder is a paper shredder company that provides a range of high-security shredders for any business.