The idea of a paperless society has been much cherished over a half century. In the context of the rapidly changing information age, one’s easy access to information seems vital in every sphere of one’s social life. The idea is that electronic gadgets like computers, smartphones, and other digital devices would replace paper. As Mirabito and Morgenstern (2004) define it in simple terms, “in a paperless society, information is increasingly created, exchanged, and stored in an electronic form; and, “the society is no longer dependent on paper for writing memos, checks and other documents” (p. 198). Admittedly, electronic devices outweigh paper in terms of factors including but not limited to cost, efficiency, accessibility, utility, security, and space. This paper will substantiate this point with the help of some relevant examples and reasons.
Another advantage of going paperless is that it can save space in offices. To illustrate, a paper-filled office require much space and is very difficult to manage when compared to modern digital offices. Fully filled cabinets will adversely affect the aesthetic appeal of the office. If papers are avoided, the number of cabinets can also be reduced. Managers can save files easily in their electronic devices and retrieve data without much manual efforts. On the contrary, when they need a paper file, they tend to dump all the files and papers into the floor and make the office messy. But if files are saved in electronic devices, it is very easy for them to pick the exact one without affecting the office environment. In addition to space matters, a paperless office can become cost-effective also because money saved from paper can be utilized for other purposes. Electronic devices save time when compared to paper use. An individual can manage any urgent office situation with the help of his electronic hand devices even when he is outside. He can write, collect, and share information in no time and thus run his office smoothly. Documents written in papers do not have these potential as they take days to reach the receiver or destination.
When it comes to security issues, using electronic files are safer than paper files. Files saved electronically can be secured through activating password encryption whereas paper files are highly prone to data theft. For instance, switching from paper files to an electronic document management system can reduce paper filing and retrieving time in a hospital environment. As described above, this will ensure the security of patient information as well. The organization can set up password at different levels to limit even office staff’s access to the information. The system helps an organization to send electronic copies of patient records to medical practitioner anywhere in the world safely. In the same way, a healthcare organization switched to an EMR system (Electronic Medical Records) can keep itself in constant contact with doctors and patients all the time. Doctors can access patient information from anywhere, and they can also send electronic prescriptions directly to patients or hospitals. Although aspects like management efficiency, space, and time are evident in this case, data security is the most significant one in this regard. The world today is very sensitive on issues like security of personal information. The growth of social media has intensified such threats too. Hence, people today are reluctant to upload or share their valuable data or personal information. However, when compared to entering details in a paper document, storing data in any digital device seems less vulnerable to threat. Obviously, if disclosed, the intensity of exposure would be much higher in electronic media than paper documents. However, this could be best avoided by ensuring the authenticity of the site or platform where we upload our data.
On the flip side, many sociologists believe that the idea of paperless society is absurd. To describe, authors like Herring (2007) maintain that paperless society is a half-processed idea, manly when it comes to the future of libraries and similar services (p. 118). The author believes that internet can never be an alternative to books. The advent of online libraries has profoundly altered the style of reading. Readers who rely on electronic versions of books voyage from link to link searching only for required piece of information. They skip pages and chapters in this process, and are less likely to have a deep and genuine reading. Another view also supports this argument. According to Berman (1996), regardless of the abundance of electronically transferred or stored documents, people still widely use paper for taking printouts of such documents whenever required forgetting the significance of going paperless (p. 23).
However, a close analysis of the topic from various perspectives reveals that advantages of the concept of paperless society outweigh its disadvantages. Books and habit of reading constitute only limited sphere of human life, and they are subject to change. Electronic devises can be the better choice in almost every area of documentation. Such devices outsmart paper in several respects. Also, people who genuinely rely on e-books may read them deeply. There are people who keep books in shelf and do not make sincere reading. Hence, this cannot be counted as the drawback of digital documentation; rather it is a matter of attitude.
In short, the idea of paperless society is still significant on the grounds of various benefits. Paperless office saves space, time, and cost in a way that contributes to the overall efficiency of management. It enhances data security and thereby improves the reliability of a firm. Electronic documentation enables easy access to information when compared to paper documents. Finally, and more importantly, going paperless is important to save trees and thereby reduce environmental issues.
References
Berman, F. (1996). Trash to Cash: How Businesses Can Save Money and Increase Profits. US: CRC Press.
Herring, M. Y. (2007). Fool's Gold: Why the Internet Is No Substitute for a Library. US: McFarland.
Mirabito, M. M & Morgenstern, S. L. (2004). The New Communications Technologies: Applications, Policy, and Impact. US: Taylor & Francis.
Reduce.org. become a paperless office. Retrieved from http://156.98.19.245/paper/
