It's true that most documents these days are kept electronically on the company's main server or hard drive back at the office.

But it's just as true that when you're out working and need to consult a particular document or check on a detail, it's best to have it on paper.

There are also many site documents you'll receive from your clients that are only provided in a hard copy version.

Paper has its advantages and disadvantages.

Its biggest plus is that you can carry it with you and have it on hand wherever you are.

Its biggest minus is that it's a physical item that can easily get damaged or lost.

You also need to be very careful if you've got several copies of a document that you make sure all copies are updated when you change details or add new information.

This applies to both paper and electronic versions of a document - which is why a version control number or date is so important.

Set out below are some of the ways work documents are maintained and filed.

Building plans

Most local councils specify that building plans must be printed on A3 paper or larger.

This means that if you're given full sized copies, they will either be rolled up or folded multiple times.

In the office, you can lay out full sized plans on a large table or drawing board.

When you've finished with them, they can either be hung up or put in a plan drawer to keep them flat.

If you're taking the plans to a jobsite, it's best to roll them up and keep them on the seat of the car, away from tools or materials that might crush them.

While you're on-site, try to keep them rolled up and out of harm's way unless you're actually looking at them - and don't let other people handle them unless their hands are clean!

Detail drawings and installation plans

Your own company's detail drawings, installation plans and job sheets are likely to be computer generated and printed on A4 paper.

These can be kept in a folder and stored in your briefcase or toolbox.

If you make important notes on them or change any details, always make sure you tell the appropriate person back at your office, because they may need to update the electronic files.

Keeping files up-to-date is important, even after the job has been completed, because the client may contact your company at some time in the future to discuss the details of the project.

For this reason, the paper documents are sometimes filed away in addition to having the electronic copies backed up on a hard drive.

Safe work method statements

Safe work method statements (SWMSs) need to be kept on-site and signed by everyone involved in the installation.

If it's your job to look after these documents, you should store them in a file in your briefcase.

On large jobsites, the safety officer or site manager may ask to look at them at any time, so they need to be readily available.

Safe operating procedures

In workshops and on factory floors, each static machine often has its own safe operating procedure (SOP) posted up on a wall nearby or on the side of the machine itself.

The SOP is generally laminated to keep it clean.

On-site, there may be separate SOPs for power tools and hazardous tasks.

Sometimes these are referenced in the SWMS, which means they should be kept together in the same file.

Material safety data sheets

Like SOPs, material safety data sheets (MSDSs) need to be kept on hand wherever the hazard exists.

In the workshop or on the factory floor, some companies like to produce one-page summaries and post them up on the wall where the hazardous substances are being stored or used.

Alternatively, they are kept in a file that workers can easily access.

On-site, the MSDSs should be kept with the SWMS and SOPs.

But again, other workers need to know where these documents are, because if there is a chemical spill or medical emergency, it's no good having this reference document filed away and well hidden.