| Electronic document storage means that documents | | | | documents require very little space. Retrieval can be |
| are stored on magnetic or optical media using a | | | | done from any workstation connected to the |
| computer. The documents can be ones originally | | | | computer network, and it does not involve any physical |
| created in an electronic form, as when you create a | | | | movement of the document. Business processes tend |
| word-processed document or record a business | | | | to be improved considerably, in terms of speed, under |
| transaction directly online, e.g., with a point-of-sale | | | | such an environment, in addition to major savings in |
| terminal. The documents can also be paper | | | | costs – floor area, filing equipment, and filing-clerk |
| documents that are scanned into an electronic format. | | | | salaries. |
| Documents are stored electronically on media such as | | | | Electronic Storage vs. Microfilm |
| magnetic tapes and disks, and optical media such as | | | | Microfilm is a durable media for storing documents. |
| CD. Millions of documents can be stored on | | | | Paper documents are photographed into micro-size |
| current-generation media in very little space, say the | | | | pictures and stored in film rolls. The pictures can be |
| size of your thumb. The contents of these media can | | | | enlarged and viewed as needed using a special |
| also be easily backed up by creating duplicates on | | | | microfilm viewer, and can also be printed if needed. |
| similar media. | | | | Microfilm storage is not affected by factors such as |
| How does electronic document storage compare with | | | | electrical disturbances that can corrupt electronic data. |
| other forms of storage? Let’s find out. | | | | Microfilm rolls also require significant space for storage, |
| Electronic vs. Paper Document Storage | | | | and they also require secure containers and |
| Paper documents are sorted by some predetermined | | | | experienced staff to manage them safely. Electronic |
| criteria and filed in appropriately labeled folders. The | | | | document storage is typically done by operating staff, |
| sorting is done manually and if the person doing it is not | | | | though archiving and redundancy might require a |
| clear on how to categorize a particular document (or is | | | | separate section. However, space requirement and |
| a little careless) documents can end up in the wrong | | | | ease of handling are far more advantageous for |
| folder. This can make subsequent retrieval a very | | | | electronic storage. |
| difficult process. | | | | Major Risks of Electronic Storage |
| Electronic document storage typically offers a search | | | | Electronic data are open to the risk of corruption and |
| function that enables a particular document to be | | | | damage from factors such as electrical disturbances |
| retrieved from wherever it is. If it has been stored | | | | during writing, system crashes, and external magnetic |
| under a wrong category, the situation can be remedied | | | | fields. And like all other media, they are also open to |
| quickly and easily. Or even better, a copy of the | | | | damage and loss from physical events like floods, fire, |
| document can be stored under both the old and new | | | | and earthquakes. |
| categories (if the old classification has some | | | | These risks can be guarded against by backing up the |
| significance). | | | | data and storing the backups elsewhere, say in a |
| Paper documents need a great deal of space as they | | | | dedicated server on the Web that you have |
| accumulate. Paper folders need to be stored in secure | | | | purchased. These backups can then be used to |
| filing cabinets to keep them safe. Filing cabinets are | | | | restore the originals if the originals are lost. |
| bulky and occupy expensive floor space. In addition to | | | | To be effective, the redundancy should be done in a |
| floor space, other costs include expense of the filing | | | | systematic manner, say every day. There must also |
| cabinets, paper folders, and the army of paper | | | | be clear policies and procedures on how to create the |
| handlers needed to sort, file, store, retrieve, and | | | | backup and where to store them. The backups must |
| otherwise manage the filing section. | | | | also be tested to ensure that they can be recovered |
| The compact media required to store electronic | | | | when necessary. |