Every functional organization has been documented. The documents are either stored digitally or manually. There is always a need for tangible documents stored away in a safe and reliable system. For instance,organized marketing materials in one professionally printed package. The custom presentation folders consist mainly of a sheet of heavy paper with pockets bin border to keep the pare documents.
The hard copies should be preserved for the following main reasons :
If digitally stored documents are not sufficient proof, an individual needs to produce hard copies of the specific documents for identification purposes. Tangible documents are considered valid documentation because soft copies can be duplicated and dispersed to many. Simultaneously, one person can only possess original hard copiesn—for example, land title deeds, vars logbook, national ID, birth certificate, etc.
Guaranteed destruction if need be
Digital documents are hard to destroy completely as they can be replicated and possessed by different people. However, if there is a need to destroy a hard copy document, it is possible and efficient. Shredded or burnt paper cannot be retrieved as compared to deleted digitally stored documents.
Computer systems are prone to failure due to various reasons. If the documents are needed immediately, soft copies are not the best solution in case of any emergency. Hard copies, on the other hand, can be produced impromptu to save the situation.
Safety and security
computer systems can easily be hacked or accessed by illegal people. His therefore does not guarantee security to the stored information and data. Tangible documents, on the other hand, are hard to access illegally. Important documents such as land title deeds and car log book can be stored in the bank. In contrast, personal documents such as national ID and birth certificate are stored in specific places where illegal people can rarely access them. Access to secured sensitive tangible documents is next to impossible because one needs to be at the exact location o the documents to gain accessibility.
Avoid flaws that are likely to happen due to digital scanning.
Important parts or segments in a document can be omitted or distorted especially if the scanning is home done and there are no professional document scanning services.
The documents, however, need to be organized accordingly. There should be a file system or desk organizer. These two systems should be organized logically, easily accessible, and spacious to accommodate new documents with time.
Good document organizing system in an office is important for various reasons:
Well organized documents and worksheets depict a responsible, organized, and reliable person. The office is most likely to offer quality services.
Ease in document accessibility
Storage of documents in specific folders and labeling them ease accessibility. The folders should also be stored in specific places in the cabinet or desk organizer.