Hard copy is a type of material suitable for direct use, which means that the user can read the material directly, rather than having to process it through a computer or other technology. The most classic example is material printed on paper. Many industries that work intensively with electronics use the term, along with others, to distinguish what type of media is being talked about. It is also sometimes called permanent spawning as it does not change after spawning.
Printed versions of computer documents are often called hard copies.
There are some advantages to a hard copy. For reproductions, hard copies are generally preferable to electronic versions. It can also be read by anyone at any time since it does not require the help of external devices. Important and official documents are usually kept in this form to create a tangible record of the material. Also, a hard copy is not subject to the failure of an electronic system and, while it can be physically lost or damaged, it cannot be corrupted or lost in the same way as a computer document. For this reason, many people generate electronic and print versions of important materials, such as literary manuscripts.
A copier is used to reproduce an original by making hard copies.
Of course, there are also disadvantages in the print medium. It requires much more storage space as there must be room somewhere for documents in this format. It also requires staff time to store, retrieve and process. For small businesses, spending staff time handling this material is not always practical. Converting from paper to electronic filing systems, for example, frees up a lot of space and time in a small office, allowing the company to focus on new product development.
Some editors prefer to work with hard copies when reviewing manuscripts.
Also, a hard copy is not as portable as electronic media. In order to be transported from one place to another, it needs to be physically transported, which takes time. Electronic documents, on the other hand, can be transmitted through electronic systems almost instantly. However, using a hard copy ensures that the recipient can read it, as platform compatibility or file corruption issues are debatable. It also places some importance on the covered material, since most people associate physical paper with confidential or official materials.
There is also the possibility that a hard copy will last much longer than an electronic file. If it is produced on quality archival paper and handled and stored correctly, it will be readable a century later, and often much longer to come. Electronic data, however, can become unstable in less time. It is also possible to lose access to the equipment needed to read the data, as technological advances make it obsolete.
Properly stored hard copies can last longer than archived electronic copies.
