Most offices use a combination of physical and digital documents for everyday work. Since clients and colleagues likely use a similar system themselves, switching entirely to physical or digital storage could make future collaborations difficult. This balancing act of digital vs physical storage, especially when it comes to documents, can become challenging for some offices.
Most people now use the internet for information sharing, document editing, and much more. Digital documents thus make a lot of sense as a modern, efficient method of sharing data quickly. However, there remains a need for physical documents to share information in a different manner. Which system is better for your office?
PAPER DOCUMENTS: PROS & CONS
Physical documents offer a few advantages that aren’t immediately obvious. Editing them requires printing an entirely new copy, which can make it difficult for someone to simply change or delete information secretly. Printed documents are also quite useful for certain functions, such as presentation handouts, that digital information couldn’t easily fulfill.
But paper documents aren’t always the best choice. They do consume ink and paper to create, take up a good deal of storage space, and can easily be shared with the wrong person. Many offices will deal with the issues of storage and privacy by destroying documents that are no longer required, but then you have trash to dispose of. Some offices may find print jobs to be more trouble than they’re worth for everyday functions.
DIGITAL DOCUMENTS: PROS & CONS
Most people understand the significant advantages offered by digital documents. Ease of sharing couples with the ability to only choose specific authorized users, rather than making the data available to everyone. Digital data also doesn’t require filing cabinets to keep it organized, nor does it consume ink and paper to produce. And of course, editing is far easier. Digital copies of your documents offer the chance to streamline a good deal of your work.
However, cloud storage does have its disadvantages. The process of sharing a digital document is more complex than simply handing someone a sheet of paper. In time-sensitive scenarios, such as the aforementioned presentation, digital papers may not work as well. Additionally, most cloud services require internet access to function correctly. If your internet dies or you’re in an area with poor reception, you may be unable to access your digital printing system.
THE BEST DOCUMENT TYPES FOR YOUR OFFICE
Digital documents allow for heightened security, easy editing, and lightning-fast sharing. However, even in an increasingly digital world, physical documents are still important for multiple essential functions. Ignoring either type would be a mistake. Find the right balance of digital vs. printer documents for your office to stay competitive.