With the inception of the first email in 1971 and the debut of the first photograph on the web in 1992, companies globally have been given numerous chances to start their digital journey. This endeavour, focused on adopting a paperless revolution, has been ongoing for many years. However, despite the remarkable advancements in technology and the widespread shift towards digitisation, the continued use of paper in our processes raises the question: What is hindering the achievement of a completely digital environment?
The digital landscape offers a plethora of advantages, making the shift towards digital processes imperative for businesses globally. Despite this, a closer observation reveals that paper-based records continue to be a staple in offices across the globe, with many organisations adopting a ‘paperlite’ approach where digital and physical records coexist. This phenomenon underscores a complex reality—while digital transformation is underway, complete abandonment of paper is far from imminent.
The Endurance of Paper
Several factors contribute to the continued reliance on physical documents, shedding light on the nuanced challenges businesses face in their quest for digitisation.
1. The Economic Implications of Going Digital
Initiating digital transformation through the scanning of records offers an efficient method for making documents readily accessible and easily retrievable online. However, for businesses housing millions of documents, the task can be formidable, especially for those with limited financial resources allocated for digitisation efforts. The return on investment for digitising records versus storing them physically can often extend to about 16 years, making the financial viability of such a transition a considerable concern.
2. The Dilemma of Infrequently Used Files
Businesses often grapple with the decision to digitise documents that are seldom needed. The rationale is straightforward: if certain documents are only required sporadically, the utility of digitising every single one becomes questionable. Consequently, companies may opt to maintain archival or heritage documents in their physical form, choosing to digitise only those that are frequently accessed.
3. Legal Mandates for Wet Signatures
The requirement for wet signatures on certain documents remains a legal stipulation, further anchoring the need for paper. Essential documents such as wills, power of attorney forms, and various certificates are mandated by law to bear a physical signature, necessitating their existence in a tangible format.
4. Overcoming Historical Organisational Cultures
The longstanding tradition of storing and managing documents in physical formats has cultivated a specific culture within organisations, making a sudden shift to digital solutions a challenging endeavour. This cultural inertia is evident in sectors like healthcare, where despite digital advancements, a preference for paper-based records persists among some professionals. A phased approach to digital transformation, starting with selective digitisation, is often the solution to navigating these cultural barriers.
5. The Perceived Authenticity and Security of Paper Records
Paper documents, particularly those with wet signatures, carry a certain level of authenticity and trustworthiness. Additionally, in an age where cybercrime is escalating, the perception that physical documents stored securely offline are less susceptible to breaches adds to the allure of maintaining paper records. Despite the prevalence of cybersecurity threats, the tangible nature of paper provides a sense of security that digital formats struggle to match.
The Path Forward
Despite the ongoing aspiration for a paperless future, it is evident that paper will remain a significant component in business operations in the coming years. The key for businesses is to enhance their document management procedures by implementing strategies such as scanning documents when needed, utilising online platforms for file retrieval, and focusing on digitising regularly accessed records.