In planning for a paperless facility, what is the recommended strategy for storage and retrieval of information?

The recommended strategy for storage and retrieval of information in a paperless facility emphasizes maintaining essential paper records while accessing the majority of information electronically. This approach recognizes that while digital formats are efficient for storage and retrieval, certain situations require physical documentation for compliance, legal, or operational purposes. By keeping essential paper records, an organization can ensure that important documents are available when necessary while also benefiting from the efficiency, speed, and space-saving advantages of digital records.

This strategy balances the need for flexibility and accessibility with the reality that some records may still need to exist in a physical format. It also supports an organized method of transitioning to a paperless system by selecting which documents are crucial to retain in paper form, rather than moving entirely away from paper documents or fully converting to electronic formats.

Options suggesting complete reliance on either off-site storage of paper records or printing lists of electronic documents overlook the need for an effective blend between digital archives and physical documentation. The choice to convert all records to paper format for consistency would be counterproductive in a paperless initiative, as it undermines the goal of reducing paper use and optimizing digital management systems.