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A hard copy is a tangible material, often printed on paper, that can be read directly without technology. It has advantages such as being accessible to anyone and having a physical record, but also disadvantages such as requiring storage space and being less portable. It can last longer than electronic data, but can also be lost or damaged.
A hard copy is a type of material suitable for direct use, which means that the user can read the material directly, rather than having to process it through a computer or some other technology. The most classic example is material printed on paper. Many industries that work heavily with electronics use the term, along with others, to distinguish what type of media is being discussed. It’s also sometimes called a persistent replay, as it doesn’t change once it’s generated.
There are some benefits to a hard copy. For reproductions, hard copies are often preferable to electronic versions. It can also be read by anyone at any time, as it requires no assistance from external devices. Important and official documents are usually kept in this form to create a tangible record of the material. Furthermore, a paper copy is not subject to failure of an electronic system, and while it can be physically lost or damaged, it cannot be damaged or misplaced in the same way as a computer document. For this reason, many people generate electronic and printed versions of important material such as literary manuscripts.
There are, of course, also disadvantages to paper support. It requires much more storage space, as space has to be created somewhere for documents in this format. It also takes staff time to store, retrieve and process. For small businesses, dedicating staff time to managing such material isn’t always practical. Converting paper to electronic filing systems, for example, frees up a lot of space and time in a small office, allowing the company to focus on new product development.
Also, a hard copy is not as portable as electronic media. To be transported from one place to another, it has to be physically transported, which takes time. Electronic documents, on the other hand, can be transmitted through electronic systems practically instantaneously. Using a hard copy, however, ensures that it can be read by the recipient, as platform compatibility issues or file corruption are questionable. It also places some weight on the material covered, as most people associate physical paper with sensitive or official materials.
There is also the possibility that a hard copy will last much longer than an electronic archive. If it is produced on archival quality paper and handled and stored properly, it will be legible a century later, and often well into the future. Electronic data, however, can become unstable in less time. It is also possible to lose access to the equipment needed to read the data, as advances in technology make it obsolete.
