THE ONGOING DEBATE: PAPER VS. ELECTRONIC RECORDS

More than 20 years ago, businesses began anticipating a paperless workplace. Today, RIM professionals continue to integrate the latest electronic storage solutions into their business plans hoping to achieve a 'paper-free' environment, but is the elimination of paper records realistic?

A 2003 University of California Berkeley School of Information Management and Systems study estimates the amount of new information stored on paper increased 36 percent between 1999 and 2002. This increase stems largely from the rate at which computer generated data is produced. As RIM professionals deal with increasingly larger volumes of paper and electronic records, keeping up with storage trends is imperative. Determining whether paper or electronic records, or both, suit a company's business needs from a workflow perspective, as well as an operations perspective, is key to developing a well designed RIM program.

Electronic versus paper

ARMA International estimates more than 90 percent of records created today are electronic - which includes formats from digital media, such as DVDs and CDs, to scanned documents and e-mail correspondence -- and emerging technologies continue to have an impact. Electronic records have assisted in the speed of communication, as data is shared in a compressed and downloadable format eliminating the need for slower moving faxes or postal services. Electronic records also provide cost and space savings as they can be stored by the thousands in the same space needed to store a handful of paper files.

While the benefits are significant, electronic media can change at an alarming rate resulting in incompatible software or obsolete hardware. If a storage system is outdated, electronic records can be compromised. Similarly, individuals unfamiliar with the software may have difficulty obtaining electronic records. Also, transferring to electronic formats can be costly requiring multiple file conversions, document scanning, electronic indexing, purchasing software and hardware, overall storage system maintenance and additional staff training.

Paper versus electronic

While electronic formats are the emerging trend, paper-based information is still widely used and often considered the legal copy of record. Paper records have been known to maintain their integrity for centuries and some can contain important handwritten information that may be critical from a legal and compliance perspective, which could potentially be lost or accidentally eliminated during conversion to electronic formats. In addition, paper records have long provided individuals the convenience of use including the ability to easily view, share or copy documents for review and ultimately track progress in a tangible format. However, unlike electronic records, storing paper can be costly and overwhelming to administer unless properly managed with an efficient records management system. Paper systems can also be easily lost or misfiled unless an automated tracking system is implemented to identify record locations.

The compromise

As companies evaluate the utilization of paper and electronic record formats, they are finding that the benefits and challenges of each make a dual format system the most appropriate approach to efficient information management. With the development of these dual systems, organizations have to overcome new obstacles to remain in compliance and must follow compliance-related procedures that impact the storage, maintenance, retention and destruction of both formats. For example, multiple storage systems and technology tools may be required to manage both paper and electronic records. In the event of an audit, the appropriate records necessary to meet regulatory standards must be accessible and accurate. Record duplication is also more possible, which can be detrimental in meeting compliance guidelines, resulting in the need for tighter system maintenance and control.

Looking to the future

What is the future of records in the workplace? Seventy five percent of all information is still maintained on paper, which suggests people are finding it difficult to transition to electronic records entirely. Yet an overwhelming majority of records today are created and stored electronically. The simple fact is that as technologies change and compliance guidelines emerge, RIM professionals are faced with the challenge of putting in place a solid plan that is fitting for both paper and electronic records management.