The most common method of document storage is to physically store away paper documents. Companies that require an archive of paper for non-mission-critical documents are used to this practice.
It’s a budget-friendly option, but it has many disadvantages. One of the most significant problems is the risk of the paper’s deterioration files. In time, fungi and rodents can attack the files, destroying them entirely. The fibers of paper can be damaged if storage space is not sufficiently humid or dry. It is essential to keep an “hygiene routine” and adhere to a file-organization plan to avoid these risks.
Another problem with physical storage is that employees have to manually interact with the documents and files. This could result in 7.5% of all files being lost and one out of five files being lost. Given that every search and retrieval of a paper file can take up to 25 hours, this could be a major expense for a business.
The final point is to store archives of paper in a secure location to avoid floods and fires. This could be costly and eat up office space which could be used for another purpose. Paper records aren’t often backed up, so they may be lost in the event of is a catastrophe or theft. Electronic document management systems, on the other hand they are backed up to safe archives that aren’t access by a criminal and destroyed by natural disasters.