Effective Meetings

Advantages and Disadvantages of Archiving Methods

The various methods of archiving documents have their advantages and disadvantages. When choosing an archiving method, be sure to consider which one best meets your needs.

Method of Archiving

Paper

Electronic

Electronic Project Notebook

Description


Using paper involves filing your meeting documents into a paper filing system in your office


Using electronics involves filing your meeting documents away electronically on your computer


Using an electronic project notebook involves placing your meeting documents out on your company's network in a project notebook that your meeting participants can access
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Advantage

  • .
  • Can access documents fast from a file drawer close to you
  • Can quickly access documents if someone stops by your office for an impromptu meeting, without printing them out
  • Insures you have a copy even if electronic systems fail
  • .
  • Takes up no physical space in your office
  • Can be accessed easily if a good file-naming convention has been used
  • Can be e-mailed
  • Is one of the methods of choice for archiving in most companies
  • .
  • Guarantees everyone is accessing the most current version
  • Takes up no physical space in your office
  • Can be accessed easily
  • Is one of the methods of choice for archiving in most companies

Disadvantage

  • .
  • Takes up space in your file drawer which may be at a premium
  • Can't be e-mailed in paper form
  • Can be misfiled and hard to find
  • .
  • Electronic files can degrade making them inaccessible
  • Can be hard to locate among lots of other electronic files on your computer
  • If you're meeting in your office, it can be difficult for both of you to view documents from your computer screen, while it is easier to see on paper
  • .
  • Company back-up system could fail, causing loss of the notebook
  • Can be hard to locate among lots of other project notebooks on the network
  • Others may be able to access it, compromising confidentiality

Now let's look at what's involved in follow up.