Costs of Paper Archiving vs. Electronic Archiving: Which Is Better for Institutions?

For many decades, medical and administrative institutions relied on paper archiving as the primary method for storing records, files, transactions, and reports. Although it was suitable in the past, the massive change in data volume, work speed, legal compliance, and quality requirements has turned this traditional method into an expensive and complicated burden.

In contrast, electronic archiving today is a necessity, not a luxury — especially with specialized solutions like Sijilaty, which provides a smart medical documentation and electronic archiving system at one of the lowest prices in the market: 330 SAR per doctor for six months.

This article provides a precise and comprehensive comparison of the true cost of paper archiving versus electronic archiving. It explains, with numbers, why modern institutions — especially clinics and medical centers — are shifting to digital solutions, and how they achieve annual savings that exceed thousands of riyals.

First: What Is Paper Archiving?

It is the process of storing documents in paper files inside cabinets or dedicated rooms, which includes:

• Writing reports manually

• Printing documents

• Purchasing paper and ink

• Using drawers and cabinets

• Assigning employees for archiving

• Arranging and storing files

• Maintaining storage spaces

• Managing lost or damaged files

Despite its simplicity, its real cost is very high when analyzed accurately.

Second: What Is Electronic Archiving?

It is the process of storing files digitally using a specialized system or software — such as Sijilaty — where:

• Files, images, and reports are uploaded digitally

• Data is stored in a secure, encrypted system

• Searching and retrieval take seconds

• Files are protected from loss

• Records are accessible anytime, from any device

Today, this is not just a technology — it is an essential component of quality, legal compliance, and clinic protection.

Third: Cost Comparison — Paper vs. Electronic

1. Paper and Printing Costs

The average institution consumes:

• 5,000 – 20,000 sheets per month

• Ink cartridges costing hundreds of riyals

• Printers and annual maintenance

Annual paper costs usually range between:5,000 – 20,000 SAR (paper + ink + printers)

2. Storage Costs

This includes:

• Filing cabinets

• Full rooms for archiving

• Organizing tools

• Maintenance

• Locks and security

Typical cost of preparing a single archive room:3,000 – 10,000 SAR annually

3. Employee Costs

In most institutions:

• A full-time archiving employee

• Monthly salary: 2,000 – 4,000 SAR

• Long hours spent sorting and organizing

Annual employee cost:24,000 – 48,000 SAR

4. Losses from Damaged or Missing Files

A hidden but dangerous cost, including:

• Lost reports

• Torn files

• Filing errors

• Wrong procedure dates

• Entire records missing

Indirect losses can reach:1,000 – 5,000 SAR annually

**Total Annual Cost of Paper Archiving:

40,000 – 80,000 SAR or more**

In Comparison: Cost of Electronic Archiving Using Sijilaty

Sijilaty offers a new plan:

330 SAR per doctor every 6 months= 660 SAR per doctor annually

If you have 5 doctors:

• 3,300 SAR every 6 months

• 6,600 SAR annually

If you have 10 doctors:

• 6,600 SAR every 6 months

• 13,200 SAR annually

The comparison is shocking:

Paper archiving: 40,000 – 80,000 SAR annuallySijilaty: 660 – 13,200 SAR annually (depending on number of doctors)

Savings: 70% – 95% of yearly costs

Fourth: Non-Financial Benefits of Electronic Archiving via Sijilaty

1. Faster File Access

Paper access: 5 – 20 minutesSijilaty access: 3 – 10 seconds

2. Documentation Accuracy

• Ready-made medical templates

• Professional phrasing

• Clear instructions

• Treatment warnings

• Complete legal documentation

3. Data Protection

Sijilaty provides:

• Encryption

• Backup

• Complete logs of every action

• Identifying the doctor responsible

• Legal protection against complaints

4. File Access from Any Device

• Phone

• Laptop

• Tablet

Fifth: Risks of Continuing Paper Archiving

Institutions still relying on paper face:

• Lost files

• Slow procedures

• Patient complaints

• Weak legal compliance

• Heavy operational costs

• Dependence on a single employee

• Organizational chaos

• Difficulty in long-term tracking

Additionally, regulations in the Kingdom are moving toward full digital transformation.

Sixth: Why Is Sijilaty the Best Option for Medical Institutions?

Because Sijilaty is not just archiving. It provides:

• Medical documentation

• Ready templates

• Patient instructions

• Procedure documentation for doctor protection

• Organized patient data

• Compliance with quality requirements

• Easy interface

• Arabic technical support

• Continuous updates

All at a cost of less than 1 SAR per day per doctor.

Seventh: What Does the Institution Gain From Switching to Sijilaty?

Practical benefits include:

• Large financial savings

• Reduced doctor time

• Improved clinic quality

• Higher patient satisfaction

• Fewer medical errors

• Better institutional reputation

• Faster daily operations

• Stronger legal protection

Conclusion — Which Is Better for Institutions?

After analyzing the costs, the results are clear:

Paper archiving is expensive, slow, and full of risks.

Electronic archiving — especially through Sijilaty — offers:

• Speed

• Accuracy

• Protection

• Organization

• Very low cost (330 SAR for 6 months)

Institutions that shift to electronic archiving achieve:

• 70–95% financial savings

• Major improvement in work quality

• Better legal compliance

• Comfort for both doctor and patient

Therefore, the best and smartest choice for institutions today is:

Switching from paper archiving to electronic archiving — and adopting Sijilaty as a reliable, cost-efficient system.