International Association of Accessibility Professionals (IAAP) Certified Administrative Professional (CAP) Practice Exam

Which of the following is an advantage of using physical files?

1. Cost-effectiveness

2. Convenience of access

3. Security and integrity of information

4. Storage capabilities

The correct answer is: Security and integrity of information

The choice of security and integrity of information as an advantage of using physical files is insightful. When physical files are maintained in a controlled environment, they can offer a high level of security. This can be particularly true in settings where sensitive information must be protected from electronic breaches or cyber attacks. Physical files can be kept in locked cabinets or restricted areas, thus limiting access to authorized personnel only. Moreover, physical records can be less susceptible to certain vulnerabilities that digital files might face, such as hacking or data corruption due to malware. The integrity of information is often preserved since there is a tangible copy that can be referenced or cross-checked against electronic versions. This can ensure that even in cases where digital systems fail, the information remains intact in its physical format. While the other options might present advantages in specific contexts, they do not embody the unique characteristics that specifically highlight the security quotient of physical files as much as the correct choice does. For example, cost-effectiveness and convenience of access can vary significantly based on the circumstances, technology used, and organizational policies in place, while storage capabilities often favor digital formats due to space efficiency.