Name and describe three of the six ways that electronic records differ from paper records.
1) Accessibility: Electronic records can be accessed quickly and conveniently from anywhere with an internet connection, whereas paper records require physical access to the location where they are stored. This ease of accessibility allows for quick retrieval of information and enables remote collaboration and sharing of records.
2) Storage capacity: Electronic records have virtually unlimited storage capacity, while paper records are limited by physical storage space. This means that electronic records can store a large volume of information without the need for additional physical space, making them more efficient and cost-effective for organizations that deal with a high volume of records.
3) Editability and version control: Electronic records can be easily edited and updated without leaving any visible marks, while paper records are more cumbersome to modify and may require additional documentation to indicate changes. Additionally, electronic records can maintain an audit trail of changes, allowing for better version control and accountability. This makes electronic records more flexible and adaptable in dynamic environments where frequent updates or revisions are necessary.
Three of the six ways that electronic records differ from paper records are:
1. Storage capacity: Electronic records can be stored in much larger quantities compared to paper records. Electronic storage systems, such as hard drives or cloud storage, can hold massive amounts of data without taking up physical space, whereas paper records require physical storage space that is often limited.
2. Accessibility and searchability: Electronic records can be easily accessed and searched. With the use of keywords or specific search functions, electronic records can be quickly located and retrieved. In contrast, paper records often require manual searching and browsing through physical files or documents, making the process more time-consuming.
3. Reproduction and distribution: Electronic records can be easily reproduced and distributed with the click of a button. They can be emailed, shared on a cloud platform, or copied onto multiple devices effortlessly. Paper records, on the other hand, require physical photocopying or printing to make copies, which can be more time-consuming and costly.