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The influence and the difficulties of paper

Unstructured data usually support the transactions and processes being captured as structured records in Enterprise Resource Planning (ERP) systems.

Nowadays, almost all unstructured records are created digital, in office software as word documents, excel sheets and power point presentations, or using software tools for design, drawing, creating diagrams or project tracking. A small number of records are created manually with pen and paper or a film camera.

However, many digital files are printed, often photocopied and then filed in piles or folders and kept in file rooms, cupboards or boxes at off-site records storage locations.

A great benefit of paper records is that they are easy to organize as a group, to define and to stock. They don’t require a lot of special equipment besides a desk and a light to read them. It seems improbable that paper files will disappear anytime in the near future.

Nevertheless, paper records may not always be stored correctly. They may be kept as piles of loose papers or clipped together or tied up with string in a diversity of ways with a descriptive label attached.

When paper files are digital scanned they are converted into digital records. In most cases, a paper record will have a digital copy. This usually makes it difficult to know which is the official record: the first born-digital record, the printed record or the scanned version.

Crown Records management guarantees all legal requirements for data protection, privacy and environmental protection. Contact our local offices in South Africa to find out more about our services.

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