25 Jul Reasons to Keep Physical Copies of Important Documents
While most businesses have primarily shifted their daily operations and document storage to the digital space, physical documents still have their place. In fact, printed documents even offer some advantages over electronic ones. For example, many people find that paper documents are easier on the eyes to read than digital ones, so printing is still ideal for lengthy contracts, instructional guides, and training materials.
Below, you’ll find several key reasons to hold onto physical copies of important documents, rather than relying only on electronic document storage. When you need local printing services to produce important paper documents, art prints, and other printing solutions, you can count on Reproductions, Inc.
Regulatory Compliance
In some industries, document retention is required to maintain regulatory compliance. For example, you may need to hold onto patient records, legal documents, and tax statements for several years before they can be destroyed. Having physical copies of these documents stored in a secure facility can ensure that these are available for the required period of time, even if electronic files become corrupted or otherwise compromised.
Longevity
Technology is always changing, so having documents stored in a particular format may eventually make them obsolete or inaccessible. Physical documents, on the other hand, are much more reliable for long-term storage because they will remain readable for decades if they are stored in proper conditions where they are not exposed to light, moisture, or pests.
Image Quality
For any printed document that contains images, keeping the original is important for maintaining exceptional image quality. This is another area where technology is always changing and improving, so having the original can ensure that the document can be rescanned in the future as needed.
Ease of Annotation
Paper documents are easier to mark up and annotate, so for documents like contracts, legal documents, and manuscripts, retaining original paper copies can be helpful for retaining any notes or last-minute changes.
Protection From Cyberattacks
While there is no document storage solution that is 100% secure, storing physical documents can offer an advantage over electronic document storage because there is no vulnerability to cyberattacks with paper documents. When stored in a secure facility such as a safe or dedicated storage center, paper documents are not easily accessible and can only be handled by a small number of people. Conversely, electronic documents may be vulnerable to a wide range of digital attacks from any number of malicious individuals.
Document Authenticity and Verification
When it comes to verifying signatures and ensuring that documents are authentic, electronic documents cannot compete with their physical counterparts. In the age of AI, it is all too easy to alter digital documents to create a forgery. However, it is much more difficult to fake a written date and signature on a physical copy.
Even in the digital age, paper documents are not yet obsolete. For all the printing solutions you need to produce and duplicate essential documents for your business or personal use, count on the local printing experts at Reproductions, Inc.