Discover a key advantage of transitioning from paper to digital document retention systems. Prepare for the SHRM Senior Certified Professional (SHRM-SCP) certification exam with expert insights.
Table of Contents
Question
Which is a benefit of transitioning from paper to electronic document retention?
Answer
Reduction in physical storage space required.
Explanation
One major benefit of transitioning from paper-based to electronic document retention is the significant reduction in physical storage space required.
With paper documents, organizations need to dedicate sizable areas to store large volumes of files, folders, and boxes. This includes allocating secure rooms, cabinets, and shelves to house all the paperwork. As the amount of documentation grows over time, the space requirements continue to increase, which can be costly and pose logistical challenges.
In contrast, converting documents into digital formats allows them to be stored electronically on servers, hard drives, or cloud storage platforms. Vast quantities of files and data can be saved in a relatively small physical footprint. A single server rack or hard drive array can hold the equivalent of rooms full of paper documents.
Furthermore, as storage needs expand, adding digital capacity is much easier and more cost-effective than constantly acquiring additional physical space. More server space or cloud storage can readily be provisioned without having to redesign office layouts or lease new facilities.
By minimizing the space dedicated to physical document storage, organizations can realize significant cost savings on real estate, utilities, and maintenance. The reclaimed space can then be repurposed for more productive uses that directly support the business.
Therefore, greatly reducing required storage space is a compelling benefit driving many organizations to transition from paper-based to electronic document management systems. Doing so improves efficiency, reduces costs, and simplifies logistics around securely maintaining important records and files.
SHRM Senior Certified Professional (SHRM-SCP) certification exam practice question and answer (Q&A) dump with detail explanation and reference available free, helpful to pass the SHRM-SCP exam and earn SHRM-SCP certification.