The traditional method of storing documents is to physically store away paper documents. It is a standard practice for businesses that need to keep a trail of paper for documents that are not mission-critical.
While this is a cost-effective solution however, it has significant drawbacks. One of the most significant problems is the possibility of deterioration of the paper files. In time, fungi and rodents can attack the files, destroying them entirely. Also, if the storage area is humid or dry, it could cause the fibers of the paper to become damaged. This is why it’s crucial to follow a proper file organization plan and maintain an exact “hygiene” routine in order to keep these hazards at the bare minimum.
The fact that employees have to work manually with files and papers is another issue with physical storage. This could result in 7.5 percent of files not being properly filed and one fifth of them becoming lost. This can be extremely expensive for businesses, since each search and retrieval could take as long as twenty-five hours.
Finally, paper archives must be kept in a secure area to prevent fires or flooding from happening. This is costly and takes up office space that could be used for other purposes. Paper records aren’t always backed-up and can be lost in the event of disaster or theft. Electronic document management systems however, are backed up into secure archives that can’t be accessible by thieves and destroyed by natural disasters.