The main tool of duplication of documents up until the 1970s was carbon paper. Used by everyone who couldn’t afford those very expensive first office photocopiers, if you had a large enterprise, it required you to do three, six carbons so that you could have one for chronological, one for your files, one for your boss’ files, and so on.

Today with Imaging scanning
combined with emails, the spreading of documents can be instantly sent to any number of correspondents, and their authenticity is assured. Combined with data storage solutions of every kind, it produces, theoretically, the rapidity to move office work faster and more efficiently.

These processes allow the combining of several individual media and allow for the merging of documents and portfolios. Emails are combined with original signed documents, spreadsheets and database, even audio and video clips and links to web pages as well. One of the reasons that this has become commonplace is that servers are stronger than they were when these converged processes were new, and the transmission no longer takes minutes for someone to download at the other end.

You don’t have to generate a lot of paperwork to justify conversion to digital formats; over time you’ll be able to see the elements of your company in both the small and large pictures, and it makes the transfer of information to newcomers or to another company a lot less complicated. It used to be that if you wanted to get a new employee up to date on the company’s practices, you’d have to send them to the paper morgue in the basement to read up on the past. Now, all it takes is an isolation booth and a connection to the main server!

Since 1990s, legal firms have been getting into external data storage, where they can draw from every secretary and lawyer’s files at the end of the day and without having to look at it, double all of the activity onto a detached hard disk. This duplicates everything in case there is something like a power surge or a hacker invasion affects the company’s security and work.

Some of these portable data storage units are inexpensive, but the fancier models can take a day or a year’s data and crunch it on a little memory stick that can fit in your pocket, and can be transferred to another computer through the USB ports. Some of the latest devices can hold up to a terabyte of information, so there is no limit to storage possibilities.

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