Many years ago it was said that the computer would alleviate the "paper burden" and eventually create the "paperless office".  In my opinion, the reverse has happened.  

With the availability of information online it has created a glut of available information.  This availability of information at the fingertips, "on time, anytime real time" has contributed to the paper burden. How so, you may ask?  

Human beings naturally like to have the paper copy of a document in their hands, as it is an intrinsic behavioural trait.  It feels safe.  They highlight key points, put stickies on the pages, underline sentences etc.  There is also the portability factor.  You can bring your marked up, dogged eared copy to meetings, home, the airport etc.  Have you ever tried to read a long document on the computer?  Could it be an age thing or is it just a natural human behaviour? 

What I do know is that paper companies won't be going out of business anytime soon.  Sure having an electronic copy reduces storage space and even longevity in some cases, but people like to read the document in a paper version.  How many of you create backups in a paper format, in the event of a network crash or loss of data?  How many people print legal documents because they like and trust the original signature?  

There is an inherent risk here though, as you may have varying versions, draft copies, unapproved copies of a document being circulated.  There is also a huge cost involved in this, as paper and the associated tools are not inexpensive.

Electronic mail is another beast in itself.  It is a wonderful tool indeed, no question about it.  You can communicate information prior to meetings, agendas, documents etc.  What happens next though?  People print those documents and bring them to the meeting. These emails are saved (hopefully) into a corporate repository and retained as per corporate retention and disposition schedules, (other then personal or transitory information).  

What I do find interesting is when I attend seminars and meetings where presentations are given.  Paper copies of these presentations are handed out at these meetings, even though the actual presentations are given electronically.  

People who are younger, brighter and smarter then I am will have to figure it all out.  However, as I said, it may just be human behaviour as opposed to policy?  Interesting topic indeed.

John Gervais
613-946-0245
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The opinions expressed in this post are personal and do not represent that of my employers.

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