Historical background

Paper records

Fifty years ago we managed virtually all our information on paper. Some calculations were done on mechanical devices but the resulting data was recorded on paper. We typed information onto paper to create documents and if we needed to amend a document we tended to mark up the changes manually on the paper and then retype the whole document.

The first business computers were large costly devices that were shared to process data in applications such as payroll processing and accounts. The resulting data was output to paper in the form of lengthy reports or ledgers.

Microfilm

The first real challenge to paper was the introduction of microfilm. Large users of paper such as government departments and banks would gather the paper in folders and when a folder became closed they would move the folders offsite to lower cost storage. A new alternative from the 1960s onwards was to microfilm the pages using a range of microfilm cameras. The advantage was that thousands of pages could be stored on a small roll of microfilm or on a thin microfilm jacket. So over time many organisations opted to film their documents as they became older in order to save space but microfilm was not really suited to the management of active documents.

Word processing

The second change to the technology was when we started to use computers to process textual data. A new range of word processing equipment came on the market in the late 70s and early 80s. We started to produce correspondence and other documents on word processors but in general the aim was still to print the document onto paper and file the paper document in a folder containing incoming paper correspondence and outgoing word processor produced documents. However, many organisations decided to store electronic copies of standard text documents as well so they could reuse standard templates etc so we started to move to a hybrid paper and electronic world in the office.

Records management software

Organisations also started to use computer databases to manage index data relating to paper folders. Government departments started to use "registry" or "records management" software that assigned a unique number to each folder and folder part held and a range of additional index data including title; subject; owner; when opened; when closed etc. These systems could be used to track folders and check them in and out of a registry like library books into and out of a library. So the first records management software was introduced to manage records held as paper documents in paper folders.