Analysis of Document Management Systems: Paper vs. Electronic Systems

This discussion board post provides a comparative analysis of paper-based and electronic document management systems. It begins by acknowledging the historical use of paper-based systems and contrasts them with the prevalence of electronic systems in the modern era. The author highlights the advantages of electronic systems, such as infinite storage capabilities facilitated by cloud storage, and the ease of organizing documents automatically by date and time. The post contrasts this with the simplicity and familiarity of paper-based systems, as well as their lower initial cost. However, it acknowledges the superior security and efficiency of electronic systems, particularly in the context of large data volumes. The author concludes by expressing a preference for electronic document management systems due to their effectiveness in a technology-driven world and references relevant research to support the arguments.

Running head: DOCUMENT MANAGEMENT SYSTEM
DOCUMENT MANAGEMENT SYSTEM
Name of the Student:
Name of the University:
Author note:

1DOCUMENT MANAGEMENT SYSTEM
Comparison of the Pros and Cons of Paper based Document Control system and Electronic
Computing system:
The paper based document control system is one of the oldest form of the document
control system that is still in use in the contemporary world. However, electronic-document
control system is prevalent in the present. There are certain benefits of the electronic document
control system for which it is highly preferred over the other. Firstly, option of the infinite
storage. One of the major challenges of paper based documentation system is the storage-issues.
They are difficult to prepare, store, and manage. The electronic system of document management
is benefited with the infinite storage option with the cloud-storage system in use alongside.
Managing the electronic documents are much easier as they can be sorted automatically by date
and time. Manually documenting all these are impossible (Mukred and Yusof 2020).
However, the greatest advantage of the paper based document management system is the
ease of use and familiarity. Since it is the traditional way in which the documents were handled
in the past, thus the people are more comfortable in using them. Moreover, the cost of the paper
based document management system is much lesser than the e-document management-system.
The security of the paper based document management system is lesser, they are prone to
wear and tear resulting in the loss of the vital-information. However, with the proper encryption
and backing up of the data the electronic-document management system is safe from the
complete loss of the data. The e-document management system is a faster, more effective and
error free process, which is quite challenging for the paper based system as they are prepared
manually (Zou et al. 2018).

2DOCUMENT MANAGEMENT SYSTEM
I have used both of the systems, however I have felt that in the contemporary technology
efficient world, the best way in which documents can be handled is by the e-document
management system as the data available now is huge and cannot be managed manually. Hence,
I will prefer the e-document-management-system over the other.

3DOCUMENT MANAGEMENT SYSTEM
References:
Mukred, M. and Yusof, Z.M., 2020. The performance of educational institutions through the
electronic records management systems: factors influencing electronic records management
system adoption. In Data Analytics in Medicine: Concepts, Methodologies, Tools, and
Applications (pp. 1578-1598). IGI Global.
Zou, P.X., Lun, P.K., Ekambaram, P., Mohamed, S. and Cipolla, D., 2018. From Paper-Based to
Cloud-Based Safety Information System in Infrastructure Construction Projects. In Proceedings
of the 21st International Symposium on Advancement of Construction Management and Real
Estate (pp. 819-833). Springer, Singapore.