In today's digital age, many businesses have transitioned to digital records management systems, but paper records are still being used in many industries. While digital records management systems offer many benefits, such as ease of access, efficient storage, and the ability to share information easily, there are still many reasons why paper records are needed in certain industries.
One of the main reasons why paper records are still used is compliance. Many industries are subject to strict regulations that require them to maintain paper records for specific periods of time. For example, the healthcare industry is required to keep patient records for a minimum of eight years, and the legal industry is required to keep records for a minimum of six years, according to the study by Tawiah-Dodoo and Boateng (2018) in the Journal of Information Science.
Another reason why paper records are still used is reliability. According to a study by Gao and Liu (2019) in the Journal of Business Research, paper records are considered to be more reliable and tamper-proof than digital records. This is particularly important in industries such as healthcare, legal, and finance, where the integrity of the information is critical.
In addition, paper records are still used in many industries because they are easier to use in certain situations. For example, in the construction industry, paper blueprints and plans are still preferred as they are more durable and easier to read on-site than digital copies. Similarly, in the retail industry, paper records are still used for point-of-sale transactions because they are more reliable than digital records when the system is offline or not accessible.
Despite the benefits of digital records management systems, paper records are still needed in many industries. However, it is important to note that digital records management systems are becoming increasingly sophisticated, and as technology advances, it is likely that paper records will become less prevalent in many industries. Nevertheless, it is important for businesses to understand the reasons why paper records are still needed, and to implement appropriate measures to ensure that they are managed and protected effectively.
Here is a summary of the main points of the two reference articles I cited in the above:
Tawiah-Dodoo, R. & Boateng, R. (2018). The impact of poor records management on organizational performance: Evidence from Ghanaian public sector organizations. Journal of Information Science, 44(4), 437-447. This study examines the impact of poor records management on organizational performance in the public sector in Ghana. The study found that poor records management practices can lead to a number of negative consequences, such as legal and regulatory noncompliance, financial losses, and reputational damage. The study also found that strict regulations requiring the maintenance of paper records for specific periods of time are one of the reasons why paper records are still used in many industries.
Gao, L., & Liu, D. (2019). The effect of records management on firm performance and competitiveness: Evidence from China. Journal of Business Research, 98, 265-276. This study examines the relationship between records management and firm performance and competitiveness in China. The study found that effective records management is positively associated with firm performance and competitiveness. The study also found that paper records are considered to be more reliable and tamper-proof than digital records, which is why they are still used in many industries, particularly in healthcare, legal, and finance where the integrity of the information is critical.
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