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Digital copies of documents are easy to transfer and manipulate. They can be saved in a read-only format and distributed through email, networks, or portable drives. Digital copies can be used for presentations and teaching materials. Offices can benefit from going paperless for space and cost savings. Security measures can be established for electronic copies.
An electronic copy is an electronic copy of a document. Contrast with a hard copy, a document printed on paper or another medium. Digital copies are easy to transfer, distribute, share and manipulate – all potential disadvantages or advantages, depending on the document involved. They can also be used to generate hard copies, by printing a copy of the document. Many paperless or low-waste offices rely heavily on electronic copies to communicate and share information.
Digital copies can typically be opened in a variety of word processing programs. For added security, a document can be saved in a read-only format. This will allow people to view it, but not edit the electronic copy. In cases where people are concerned about data being changed or manipulated by people who have access to the file, this can be useful. Some programs also maintain change logs, allowing people to track changes made to the document, reverting them if desired to restore the document to an earlier point.
People with digital copies can email them, transfer them over a network, or put them on a disc or portable hard drive to share. This variety of distribution techniques can be beneficial and can allow offices to eliminate expenses such as faxes and couriers. Digital copies generally don’t have the same legal standing as hard copies due to the potential for tampering, but they can be used for most tasks in an office, including things like sending drafts of a contract electronically forward and back for editing and approval, with people carefully examining the hard copy before signing to make sure it contains the desired changes.
Digital copies can also be used for things like presentations, with people distributing the document electronically so everyone has a copy or viewing it on a screen during a presentation or event. The ability to make up-to-the-last-minute changes can be useful for people who want time to fine-tune their presentations and who may need to make last-minute changes to accommodate information changes and other issues. Teachers often store class materials electronically so they can easily change and reuse them for lessons.
For offices where space is an important consideration, switching entirely or mostly to electronics can confer significant benefits. People can review soft copy materials and avoid generating large volumes of paper that will require archiving. If security is a concern, electronic security measures can be established to provide the greatest possible protection for electronic copies. This can include tools like remote backups to save copies in case of fires, viruses and other problems.
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