Digital vs. Physical Document Storage Storage: Which Option is Best?

The best option for storing your most important documents is to have a readily available digital copy with a physical backup. That being said, there are situations in which one type of storage would not be appropriate.

While having redundant copies of your important documents may be the best option, security factors, preservation conditions, and accessibility requirements could limit you to one type of storage over the other. Before choosing the right kind of storage for your important documents, let’s look at everything you should consider.

Security Considerations for File Storage

One of the most important determining factors for file storage is how secure you need your method to be. Digital files stored on a network or connected to the internet are exposed to risks like malware, ransomware, and hacking attempts, especially if you manage a large network or use shared systems.

To mitigate this risk, store your files offline on an external hard drive or flash drive as a more secure alternative. However, the trade-off is losing the ability to access your files remotely, which may not work for everyone.

If storing a digital copy of your information offline is within your comfort zone, physical storage may also be a good fit. Your paper files are as secure as the lock that holds them, making protecting your sensitive information a far simpler task without the risks introduced by digital storage.

Ease of Access

If your number one concern is having your information in your hands at a moment’s notice, digital storage is the clear winner. When stored online, a digital file can be retrieved within seconds at home, at work, or even traveling internationally.

On the other hand, physical documents stored in a personal vault or safe may take longer to access, particularly if you need to retrieve them from an off-site location. This loss of convenience may not be significant for less frequently needed items, but it’s important to remember when deciding how to store your information.

Understanding Your Long-Term Preservation Needs

While digital storage beats physical document storage in accessibility, the same can’t be said for long-term preservation. Hard disk drives (HDD) and solid-state drives (SSD) are built with an expected usable lifetime of up to 10 years, though HDDs are more vulnerable to vibration, heating, and electrical damage and may fail sooner.

Digital storage is a relatively new technology compared to time-tested paper files, and not only has it yet to prove its longevity, but that’s also not what it was designed for. Tiny data losses are common when transferring your information onto a newer device through signal degradation or glitches. This is often called bit rot or data corruption.

An Archivist’s Approach to Document Storage

Paper isn’t perfect, but archivists have used it to preserve important documents for centuries. As long as you can maintain the quality of the ink and the paper on which it’s printed, your information will remain accessible.

While physical documents have the potential to last longer than digital files, they come with stricter storage requirements. The National Archives, experts in document preservation, rely on acid-free folders and boxes for storage because acidic materials can cause paper to turn yellow, become brittle, and deteriorate over time.

In addition to picking proper storage materials, archivists prioritize climate control. The Smithsonian Institution Archives recommends keeping documents in an environment with temperatures between 35° F and 65° F and humidity levels between 30% and 50% to prevent mold growth and limit degradation.

That’s not to say digital storage doesn’t have its place in preservation. Many archives have made efforts to digitize old paper files so they can be more accessible to the public and protected against wear. However, digital storage may not be the best long-term solution for you if you want to manage an ongoing process of monitoring and maintaining the quality of your data and the hardware that holds it.

What is Vault Storage From Authur’s Self Storage?

Like the ones you’d find at the bank, our personal vaults, sometimes called safe deposit boxes, are reinforced secure storage containers designed for the highest level of protection. Unlike traditional bank safe deposit boxes, which typically require an annual contract, vaults at Arthur’s Self Storage are accessible on your schedule and rented on a month-to-month basis.

Housed in a secure, fully fenced facility with video monitoring and gated access, you can enjoy an enhanced level of security for a fraction of the commitment and cost. We can help you secure all your important documents, from hard drives to hard paper copies. Explore our personal vault options to find the right fit for your files with Arthur’s Self Storage in Branchburg. Is this your first time renting with us? Read tips and tricks from our blog or FAQ page. If you run out of boxes or supplies mid-move, visit our office to purchase more!