A paper-based system can only be organized in a single way, cannot be easily searched, cannot be easily modified, cannot be accessed remotely, cannot be conveniently cross-referenced, maintained and updated, protected, and cannot be expanded without considerable effort.
Computerized databases solve nearly all of these problems.
Whereas a paper-based system would need extensive labor and reorganization in order to change the sequence and order of data, a digital database could be re-ordered instantly with a single click; thus, data could immediately be re-sorted based on (for example) a customer's name, address, age, average order size, credit rating, etc. Then, the digital version could be re-sorted by another criteria... and then another, all in just a few seconds.
A paper system would require extensive time and man-power to search for a given piece of information, whereas a digital database could instantly find the required data in any field, instantly. Further, a database system could cross-reference data, finding matches within multiple fields, correlate them, perform arithmetic processes on them, and retrieve only the data that matches every single criteria. For example, it could find a list of every customer in a database with an 'A' credit rating who is engaged in heavy construction projects, who has spent more than $40,000 with your company within the past year, and whose current fleet of bulldozers is more than 15 years old... perhaps the perfect lead for your bulldozer sales representatives. To find, analyze and correlate this data by hand would take nearly a lifetime.
A paper system cannot be easily modified and expanded. Updating data requires removing each record's card or file, erasing the old data (or waiting while white-out dries because a former employee violated the 'pencil only' rule), and then carefully entering it again. For bulk updates and batch changes, every single record must be found and updated individually. If the original filing system wasn't conceived to take new fields into consideration, you'll resort to writing on the backs of cards, or meticulously writing in margins, or adding pages to filing systems that were designed for a single page per record. Not so with computer-based databases. Batch updates take seconds, with a click-and-drag function. Need to expand data? No problem, just add a field to the entire database with a single click. Did the law recently change, prohibiting certain information from being maintained on clients? Or does the law now require new accountability for record keeping? Examples could include the FOIA (Freedom of Information Act), or the HIPAA (Healthcare Information Privacy and Accountability Act), or any number of ever-changing state and federal regulations for nearly any industry. With a paper database, you may well be out of business, but with a digital database, you're instantly back in compliance with just a few clicks.
A paper system requires massive amounts of space, climate control, fire protection, lighting, etc. These all add overhead to your operation, whether in the home environment, or a high-level corporate record keeping firm. The paper is a risk, in and of itself, to life and safety due to accidental fire concerns. Paper files are subject to damage from temperature, water (floods, hurricanes), fire, theft, accidental loss and mis-ordering (which, depending on the size of the filing system, could be catastrophic and impossible to correct), and are almost impossible to back-up completely, requiring that an entire new system be duplicated from scratch, perhaps by hand. This dilemma is what prompted the now-obsolete technologies of microfilm and microfiche (essentially condensed photographic slides of files) -- so that data could be archived to save space and backup valuable data. On the other hand, a digital database of nearly any size could reside on a single computer or small network. Perfect digital backups of data can be made instantly to protect against any loss. With a small amount of care and diligent and frequent archiving (perhaps even automatically), there is no reason that there should ever be data loss; these convenient backups can survive and maintain an office's operations, regardless of any threat to the original data, up to and including catastrophes and acts of God. Further, data in a computer database could be encrypted during storage, to prevent any theft or unauthorized copying of information.
Further, whereas an old-fashioned paper file must be visited to be used, for example the card catalogs that are disappearing from libraries everywhere, a digital database, if appropriate and desirable, can be accessed remotely from anywhere, either securely by authorized users, or publicly by anyone connected to the internet. Digital databases fuel internet revenue, essentially allowing buyers to check a business's current stock of merchandise, then automatically edit the inventory sheets when they make their purchase. That sure beats counting items manually, or risking embarassing cancellations for orders when a surprise glitch in the paper filing system shows inventory that doesn't exist, or has been sold.
A business's paper-based system could even be discontinued, and proprietary-sized paper, forms, or storage could become impossible to obtain. The advantages of digital databasing systems over a paper system are innumerable.
Database systems offer advantages over paper-based systems such as faster access to information, improved data organization and retrieval, better data security through permissions and encryption, and easier data sharing and collaboration among users.
Paper-based systems are simple to use, cost-effective, and do not require electricity or technology to operate. Additionally, they offer a tangible format that is easy to organize and reference.
Paper-based databases can be easily accessed without the need for electricity or internet connection. They also provide a tangible format for information storage that can be easily filed and retrieved manually. Additionally, paper-based databases can be more secure from cyber threats compared to digital databases.
Paper-based databases are prone to physical damage, such as fire or flood. They are difficult to scale and require manual management, which can be time-consuming and error-prone. Retrieving data from paper-based systems can be slow and inefficient compared to digital databases.
Paper-based databases are prone to errors due to manual data entry and can be easily lost or damaged. They are also difficult to scale and not as efficient as digital databases for searching and sharing information. Additionally, paper-based databases require physical storage space and are not environmentally friendly.
Two advantages of using a database over paper are increased data security through user access control and faster data retrieval through querying capabilities. Additionally, databases allow for easier data manipulation and organization compared to paper records.
can't get corrupt
Paper-based systems are simple to use, cost-effective, and do not require electricity or technology to operate. Additionally, they offer a tangible format that is easy to organize and reference.
you could get your head stapled to the paper and will die....
that it is cheap and use eaisly
A paper based database will help a business have a record of proprietary information. Paper databases aren't susceptible to hackers.
One paper-based database I can readily think of is a phone book. Paper based database is database that consists of many papers, not a e-database! Paper-based communicaton is anything written, drawn or printed.
A paper based database will help a business have a record of proprietary information. Paper databases aren't susceptible to hackers.
A paper based database will help a business have a record of proprietary information. Paper databases aren't susceptible to hackers.
A Custom Database is used for improving the usability of a database by customizing or controlling the contents. Custom Databases will leave paper based systems behind.
One paper-based database I can readily think of is a phone book. Paper based database is database that consists of many papers, not a e-database! Paper-based communicaton is anything written, drawn or printed.
it is cheaper an cannot e corrupted by umair obaid cheers
Paper-based databases are prone to errors due to manual data entry and can be easily lost or damaged. They are also difficult to scale and not as efficient as digital databases for searching and sharing information. Additionally, paper-based databases require physical storage space and are not environmentally friendly.