How is a soft copy used?
Soft copies are digital files that are stored on devices or cloud services. This way, it’s easy to organize and access large amounts of data. Soft copies are typically shared via email, file transfers, or cloud storage — it’s quick and easy to distribute them. It’s easy to update these copies and collaborate because users can edit soft copies in real time with software. Digital files can be backed up and archived in the cloud or on external drives to prevent data loss. They can be viewed on multiple devices, convenient to access and share.
The benefits of soft copies
- Easy to transfer. Rather than moving boxes with physical documents, a soft copy can be sent to anyone in the world through the internet.
- Accessibility. Anyone can access a soft copy using a variety of devices like computers, tablets, and smartphones.
- Sustainability. Soft copies don’t need to be printed out and, as such, reduce waste.
- Searchability. While it may take days to go through paper documents, finding the right information in a soft copy can take mere seconds.
- Modifiability. A soft copy can be updated, edited, and saved much more easily and efficiently compared to hard copies.
- Saving space. Soft copies can be stored in a thumb drive, taking as little physical space as a matchbox.
- Accessibility. With the help of assistive technologies, soft copies can be adapted to the needs of different audiences and accessed by more people.
- Free and fast. The owner can make and distribute soft copies efficiently and without much cost.
- Backup. A person can back up their digital files in a couple of clicks.
The disadvantages of soft copies
- Risk of data loss: Soft copies are vulnerable to system crashes, hacking, or accidental deletion.
- Dependence on technology: Accessing soft copies requires electronic devices and power, which is impossible without the relevant technology.
- Security concerns: Soft copies are susceptible to unauthorized access or data breaches if not properly secured.
- File corruption: Digital files can become corrupted, unreadable, and unusable.
What should you use — soft copies or hard copies?
Choosing between soft copies and hard copies depends on your needs. Soft copies are convenient, easy to store and share, so they’re ideal for digital tasks and collaboration. Hard copies, however, are physical, tangible, so they’re reliable for long-term storage if you have the space for it. For most modern uses, soft copies are generally better, but it’s up for you to decide.
