Electronic records management is a system developed for storing a variety of digital files in a computer system. It is used for preserving the official records that are either received or created in different programs.
 
For example, receiving receipts from email or accounting software, or drafting the same in MS Word or Excel. When you use such a system for maintaining your day-to-day transaction and happening in the office, it is called electronic record keeping. In the digital era, it is necessary to have to use it. It is a step ahead of the way we used to record manual data.
 
Still, some organizations are reluctant to give away their conventional methodologies of record keeping. They hesitate in adopting technology because it has its pros and cons. So, there is not a record management system that can be called the ultimate solution.

If physical records are prone to lose and theft, so does the digital records. To stay on the safe side, expert suggests using both the electronic as well as physical records management. Let us find how using both can help you in managing your important data. 

1. Increase your business efficiency

By managing two different records management systems, you can ensure efficiency at work. For example, if the physical records are archived at a distant location, and the management instantly needs to retrieve an important file, they can have the electronic records. Reaching out to your data managers may sometimes be time-consuming. For quick access and retrieval, you can keep both records intact and do not rely on a single source.

2. Error correction


The transition of data from physical to electronic records may result in a higher rate of errors and mistakes. The staff that was not trained and experienced in digital records may commit a lot of mistakes.

These mistakes may cost you a lot if you disposed of the physical records as soon as moving it to the electronic medium. Therefore, to cross-check facts and figures, and correct errors, you need to use and retain both, the physical as well as electronic record-keeping.

3. Have multiple backups


An organization that has to deal with sensitive and confidential data of its stakeholders may need it for various reasons. Digitizing physical records is a smart move, but disposing of is a grave mistake. You can keep both to have multiple backups. 

In this modern age of technology, we rely greatly on digital equipment. However, these are also prone to damage. So, damage to your hard drive, computer, or cloud server can compromise the entire data. to stay on the safe side, you have to retain the physical documents so that you can refer when needed. 

4. Prevent wear and tear of records

Electronic records management is the ultimate solution for making sure the documents retain in their clear and readable format. In the process of digitization, the staff may have scanned some copies in poor condition. Now, what to do if you do not have the actual document in records but a blurred copy in your electronic record? Surely, it is of no use for your or your organization. To prevent your organization from such a loss, you can use both records management so that you can go back, review the document, and repurpose it.

5. Free space

Moving your physical records to a secure location helps you free up a lot of space. The same happens in electronic records management. You can use both systems to keep archiving the side of the record by side. For example, if your organization is still producing physical records that are piling up in cupboards and drawers, and you don't have enough space to accommodate in the office, you can add it to archive space.

Similarly, you can move accounting records created from an electronic records management to a secure server and free up disk space. For most of the organizations, it becomes mandatory to retain both the system because of the nature of data they collect, possess, and manage.

6. Risk management

There is no greater risk than putting your data in danger. With digital records, you can be sure that no one may access, steal, or modify the data. However, there is still a chance of malicious attacks. You cannot play havoc with such precious data of your organization.

Therefore, to minimize risk, you have to use both the physical and digital records so that either of them can be used if one is damaged, lost, or stolen. Failing to manage risk may result in issues like non-compliance with the law and poor public relations with clients and other stakeholders. 

7. Stay Accountable

Your organization can only stay accountable to legal and statutory regulations if an effective records management system is in place. The conventional system of physical records is outdated, but we cannot dump it in pursuit of adopting the latest technology as the technology itself deteriorates with time. To have a strong data management strategy, we have to consider both so that if any legal issue arises, we must have all the relevant files at our fingertips.  

Concluding thoughts

Among different data managing strategy, the physical records management is archaic and a reliable one if it is offered at secure premises by reliable service providers.


The files that are stolen, damaged, or amended in manual records can be traced easily in comparison to the electronic records management, which is need of the hour. Therefore, you need both management systems. The physical records for connecting to the route or origin or file, and the electronic one to make your company a paperless and tech-savvy organization.