Hard Copy- Printed Copy

Hard Copy

Computer Printed Documents-Hard Copy


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What is mean by a hard copy?

A hard copy means a printed copy of information from a computer. It is also called a printout, a paper copy, or a permanent copy. It may be in the form of texts, images, photos, charts, graphs, or any other official documents. It is a computer or a laptop output printed copy on paper, you can read it without using any computer device. It is a permanent copy in the form of a physical object. The term hard copy means something touchable, physical, and tangible. Hardcopies are often required when someone need to sign documents.


Why are hard copies essential? And why are they required?

A hard copy is an older way of keeping the record in physical form. Hardcopies are needed now, although technology has changed.

Hard copies are necessary for those who don't have access to a computer. Paper copies are required almost in all offices, hospitals, schools, and colleges. Printouts are needed where legal documents are required. In many offices or even to preserve the personal record, hard copies are necessary to store documents as proof, like property papers, agreements, or any other legal documents.

How are the hard copies created?

Hard copies are created by using the typewriter or using printers like dot matrix printer, inkjet printer, laser printer, or 3d printer. If you need a large number of printed copies, then you can use the Xerox machine or printing press machine.


How can you turn a hard copy into a soft copy?

You can turn a hard copy into a soft copy by using the scanner or software. With your scanner or Multi-Function Device (MFD) A software which, is called an Optical Character Recognition (OCR) With the help of this software, you can convert a hard copy into a soft copy. You can modify the text document or image with an OCR.


What are the benefits of storing hard copies?

We are now living in the digital age. There are many many devices available to create and store digital documents. Many offices are now trying to be paperless. What is the benefit of preserving the hard copy in such a situation? However, legal experts and file management experts recommend that it is necessary to store original records.


Benefits of storing hard copies


Confidentiality

Some offices, industries, or businesses are required to keep original documents. Hard copies can be safe when documents need to be kept confidential. There is no guarantee that the soft copy in the device will be secure and confidential.

Security

Data backups can occur when archiving documents digitally. At such time the user can lose the entire data. Due to the ease of networking, electronic files are more likely to be stolen. Unauthorized use of hard copy is not possible when you store it in a safe place.

Authenticity

Some offices are required to keep authentic documents. They also need to store handwritten and signed papers. Some offices have to follow government rules for maintaining records.


Long-term storage

The government, as well as private offices, has to keep records for a long time. So offices can preserve the hard copies safely for a long time. If someone needs hard copies for more than a few decades, hard copy storage may have the advantage over digital files.

No fear of losing information

When documents for digital storage are scanning information, words, some parts can lose due to human error. Some sections of the original texts may be lost or distorted. But saving a document with a hard copy does not pose this risk.


Difference between Hard Copy and Soft Copy  

 

Sr.No

Hard Copy

Soft Copy

1

A printed document

A nonprinted document

2

Physical nature

Logical nature

3

Not editable.

Editable

4

Not portable

Portable

5

Share hand to hand

Share digitally

6

Don’t need a device to read.

Need a device to read.

7

Documents safe.

Documents unsafe.

8

Need physical space for store

Need device space for store

9

More expensive

Less expensive

10

More authenticity

Less authenticity

11

Authentic signature

Digital signature

12

Less popular

More popular

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