Traditional document storage is the process of physically filing away documents on paper. Businesses that need to keep a trail of paper for non-mission critical documents are accustomed to this practice.
While this is an economical option but it comes with a number of negatives. One of the biggest issues is the risk of deterioration in the paper files. As time passes, fungi and rodents could attack the files, destroying them completely. The fibers of paper can be damaged if storage space is humid or too dry. This is why it’s so important to follow a file organization plan and adhere to an uncompromising «hygiene» routine in order to keep these risks at the bare minimum.
Another problem with physical storage is that workers must manually interact with the papers and files. This can result in 7.5% of files not being properly filed and 1/5 of them getting lost. This can be very expensive for businesses as every search and retrieval process can take as long as twenty-five hours.
Finally, paper archives must be kept in a secure location to prevent fires or flooding from taking place. This can be costly and take up office space that could be used for something else. Paper records aren’t often stored in a secure way, and they may be lost in the event of is a disaster or a theft. Electronic document management systems however are stored in secure archives that can’t be stolen by a burglar and destroyed by natural disasters.