Question

Many different departments within an organization now require access to the same data.
With conventional file processing, data are often duplicated in multiple files. Often
data are stored in different formats in each of the files in which they are stored.
On occasion, data which are stored in multiple files do not agree and time has to be
expended to resolve these differences. (Sourced from an Academic journal)

List and illustrate 2 limitations of a paper-based file system to support a business like this.

Answer 1

Limitations of paper based file system:-

1. Makes collaberation difficult

When various departments are supposed to collaberate with each other, working with paper documents become extremely difficult. Each  department heads will need to create a common document, they must have multiple copies printed, make all the necessary amendments separately and then share their version with each other before start working on the ultimate version. Doing it on paper based document will take a lot of time and each document by different head will have to be amended according to chhanges made by each department head. This can make their work messy and time consuming.

2. Editing Limitations

If anyone of th employees wants to make changes to a paper-based file or document, they will have tp write all the content again. This will need to be repeated every time one need to make any corrections or changes or devaitions. And also one will be required to make a copy of the original document to distinguish all the amendments/devations that have be done in the new content. This involves a lot of time and effort which the employee may not have.