The Old School vs. The New School: Tackling the Debate of Paper vs. Electronic Files

We are constantly hearing the now all-too-familiar phrase, "going green." From recycling, to buying organic cotton, to carpooling, everyone is obsessed with doing what's best for our beloved Mother Earth. And while I consider it a high priority of my own, I must confess that this "going paperless" phenomenon has presented its own challenges for me.

When I first decided I was going to look into going paperless at work, I thought it would be easy and more convenient. I have to say that I have found it to be that way at times but at other times, it has been a big challenge. I will start by saying that, of course, a completely paperless world would be most beneficial for our environment, but when considering whether or not to take the plunge, here is a look at the advantages and disadvantages of doing so - from a professional perspective, not an environmental one.

Positives of Going Paperless

• Obviously, for the hundredth time, it is better on the environment
• Can be less costly, if your company allots a large portion of the office supply budget to paper
• Recognized as a forward thinking company by peers
• If named and saved properly, electronic files can be found and shared with ease
• Reduces need of storage space in offices
• Enables employees to work from home, if desired
• Enables important documents to be delivered with ease (no need to fax or mail)
• Cuts down on time wasted filling out misc. paperwork
• The ability to access files through PDAs, cell phones, etc... at any location at any time

Drawbacks of Going Paperless

• Has the potential of being more costly than ordering the paper, in that you could need laptops, jump drives, storage devices and possibly new software
• Some executives and bosses detest PDAs or any variation of electronic file. I know from personal experience that my boss wants a piece of paper in his hand that he can make notes all over and then give back to me so I can then alter the document, reprint it, and thus a cycle is born.
• Employees who are not from younger generations may resent or have complications with the new system
• Some say there is a loss of face-to-face interaction among colleagues or sometimes even with representatives to customers. Take the latest story of AT&T charging a fee to pay your bill in person vs. paying electronically for free
• Some executives argue that time is wasted transferring written documents or hard copies of documents into electronic files - whether by scanning or retyping
• Paper information can be stored neatly in expandable files and new information can be added with great ease

As a result of these positives and negatives the eternal question still begs to be answered: Will the world ever eventually be totally paperless? For the sake of my mailbox that is always chock-full of junk mail and credit card offers, I hope so. For the sake of my many, many hard files that I rely on about as much as I rely on my best friend from college, I say, it can wait a bit.

So, how about your company or you in general: are you going paperless anytime soon or have you already? Am I alone in almost always preferring electronic files but having a secret love affair with certain trusty paper files?