Disadvantage of Paper based Documentation

• Labor intensive and time consuming from document creation through distribution of approved documents as all these functions have to be physically and manually carried out.

• Involve many tedious steps, as QMR has to ensure the newly approved document has been distributed and accepted while older version document has been returned back from each involved party.

• Expose to human errors such as distributed documents are not kept up to date, which could cause a huge lost to the organization if a wrong procedure have been follow.

• Difficult to keep track updates and changes as each involved party has to be manually informed and document has to be manually distributed.

• Miscommunication within the organization which may lead to blaming on each other when error occurs.

• Limited copies available for reference and employees have to take turn to physically retrieve “Control Copy” document.

• Document can be loosely controlled and misplaced, as the document may not be returned to the designated person in charge or file storage.

• Not environmental friendly as it involves heavy usage and wastage of paper.

• Hassle with document routing, as document has to be physically distributed to each and every involved party.

• Employees spent few weeks on unproductive work prior to surveillance audit. Such as compile the documents, records, revise procedures, back date and sign the documents to ensure all documents are updated, while the time should be spent on more productive works.

• Revision & approval are time consuming, as these functions cannot be completed without the present of the person in charge.

• Difficult to cross refer with other departments as every document of different department is separately kept by each and individual department. This will reduce the opportunity for employees from different department to learn from each other.