We have come a long way from writing on leaves or in clay slab. Printing on paper was a major breakthrough in human history. It helped us became a knowledge society, where reading has come from a luxury of rich class to the slums of poor. Paper has considered a luxury item a hundred years ago, now its cheapest commodity. But in private and government offices it is eating up spaces. Sometimes huge piles of files welcome us in offices. When our government pushing for digital India it is a shame that some of the offices rely completely on paper. Its high time for them to change to digital.
There are so many a advantages of paperless office. The main advantage is storage. I am not neglecting the fact paperless offices are 'more' eco-friendly. Those machines we use to go paperless leave a significant carbon footprint when they manufacture and the electricity that these machines use is produced after massive destruction of forest land. I am not downplaying the effects of manufacturing of paper on our environment. About four billion trees are cutting down by the paper industries all around the world. But we had also lost thousands of square kilometres of forest land for hydrel power plants in last three decades. When we weigh them one is less harmful than other.
Let us come back to the advantages, one gigabyte can hold thousands of pages of document. Updating the memory of the machines is easier than dedicating an entire room for these files. If the memory of the machine is getting low add more memory.
When we need to find the file it is very easy to find in a computer. On the other hand finding a physical file in an office is very difficult. If the file is very old, it is like finding a needle in a haystack. There is so many data management software available in the market which makes management files in an office more efficient. If we are in the old paper-based system, the file logging and retrieving is a nightmare.
Paper is prone to damage if it is not stored properly. But in the case of digital files, we do not need to worry about weather, rats or termites. Its common in government offices that files getting damaged because of these issues.
India is run by bureaucrats. It is very difficult to move a file from one table to another. And the officer expects money from us. If we do not pay the bribe the file will not move an inch. When all the file transfer in an office become electronic, it is very easy for the superior officers to check the movement of files in an office. If files in a table to moving then he can inquire about it very easily. By this way, we can control the menace of corruption in government offices.
But there are some downfalls for this shift. These machines become useless if there is no power backup. We can not entirely depend on grid power. India is notorious for its power cuts, so an alternative power source is necessary. And files stored in a computer is prone to virus attacks, hacking, and physical damage due to fire and water.There is a great possibility of machine damage or data corruption due to unknown reasons. In this case, we should have a backup of the files stored these machines. There should be an independent backup of this information in servers, safe from these damages.
#Good to be Good