The Disadvantages Of Keeping Paper Records

Modern companies tend to optimize their workflow in such a way that while reducing corporate costs, efficiency remains consistently high. This is greatly facilitated by the use of modern software – in particular, virtual data rooms. Their functionality has a fairly wide range of working tools that can be used to perform a wide range of work tasks. They are most effective for modernizing work with documents. Why the transition to electronic document management is more profitable than keeping paper records – we suggest you learn from our article.

Disadvantages of working with paper documents

In the course of daily work, quite a large amount of documentation appears, and its volume does not depend on the scale and specifics of each company. This array of documentation includes both flowing records of work plans and reports on its results, various contracts, schemes, contact books, and much more. Some companies still prefer to keep such records in the traditional paper version. Some companies practice a dual workflow – digital and paper. However, practice shows that such methods of work with documents became obsolete long ago and lost their effectiveness.

There are quite a few disadvantages in the paper-based workflow, among which the most important are:

  1. Vulnerability. Paper documents require special treatment of their safety because due to the physical properties of paper they are more vulnerable to third-party effects. This means that you should be especially careful when working with such documents because in the case of damage they cannot always be restored.
  2. Time-consuming. User working devices are used to compile documentation. Then the document must be printed out and taken to be signed by higher management. If there are inaccuracies in the document, it is necessary to make corrections and print the document again, carry it to sign. It is much easier and faster to create, edit and sign documents in digital form.
  3. Paper documents are not economically viable. You need to use a fairly large amount of paper to maintain paper records. In addition, it is also necessary to provide employees with office equipment for printing and copying. It is also necessary to take care of the physical storage of documents and arrange it according to all safety requirements. This is quite costly for the company’s budget does not contribute to the optimization of spending.

It is also worth paying attention to the fact that it is easier to lose paper versions of documents, which requires employees to treat them specially and track their movement during the exchange with business partners or clients. And ensuring their physical protection is not always possible. Not surprisingly, in the opinion of many employees and dataroom providers, paper documentation has long since lost its relevance. Therefore it is worth thinking about introducing new methods of organization and work with documents, which will be more effective and secure within the whole company.

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