Paperless: Slow and Sure

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MARK ANTIQUENO DF1 GROUP E

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Paperless: Slow and Sure A report on the nature and effects of paperless media on society. All articles written by Mark Antiqueno unless credited or referenced. Design and layout by Mark Antiqueno All photographs used are royalty-free retrieved from http://www.sxc.hu 19 November 2013 2013 Copyright Mark Antiqueno

Table of Contents Introduction

ii

Free from Paper’s Constraints

1

The ‘More’ with ‘Less’

3

Paving the Paperless Route

5

Roadblocks to the Paperless Side

9

Print Media at the Face of a Paperless Society

12

Print Media and the Paperless Society

15

References

19

i

Introduction , a prophecy was told. The

In 1978

on electronic media instead of traditional printed-

prophecy told of a society

paper media, which as Michael Buckland noted

free from the constraints of paper - a society that

should be renamed “computer-based” instead of

uses electronic media to conduct transactions –

“paperless” (Buckland 349).

a “paperless society.” The visionary behind this

More than 30 years after the said prophecy,

prophetic message was Frederick Wilfrid Lancaster,

Lancaster’s claims remain to be proven correct.

a British- American Information Scientist known for

Though the development of technology has been

his work in Library and Information Science. In his

inventing, innovating and producing electronic

paper, “Towards paperless information systems”,

media that mimic the capabilities of paper, Lancaster’s

Lancaster forecasted the proliferation of scholarly

“paperless society” that denotes a society that does

literature, the growth in their production costs, and

not use paper is still today, a society dependent

the increase of libraries’ expenses in acquiring and

on paper and traditional print media. However,

processing them. These inspired Lancaster’s idea of

the advancement of technology, particularly the

an electronic information system, which he called

invention and development of personal computers

the “library in a desk” (Young 844). Lancaster’s

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“paperless society” would be a society dependent

societies a possibility (Katib 140).

ii

“Freedom is nothing but a chance to be better.” – Albert Camus

Free from Paper’s Constraints 1

The growth

and proliferation

be fully indexed (van der Velde, and Ernst 570), thus

of

electronic

easily searchable in the Internet or in private digital

media can be credited mainly to its dynamic,

databases. The civil engineering industry in the

interactive

845)

South Africa saw an increase in the use of eBooks,

characteristics. The electronic format can take

and electronic media. Accoring to Zina, this can

on many different forms, and without physical

be credited to paperless media’s up-to-date news,

limitations, are able to adapt to different situations.

immediate availability of information, the Internet’s

Ebooks can be read in many different platforms: on

interactive nature, electronic media’s ability to

eBook readers, PDA’s laptop and desktop computers,

handle photos, music and videos, and the ease in

and even mobile phones (van der Velde, and Ernst

searching, retrieving and comparing information

570). Aside from eBooks, websites can now also

(Zina 83). The cost-effectiveness of advertisements,

be accessed through different devices. Aside from

lower costs in distribution, being not limited by

desktop and laptop computers, they can now be

print runs, its friendliness to the environment, and

seen and interacted with through smartphones and

its ability to “overcome space and time,� as Zina

tablet computers. In addition, as stated previously,

adds, contributes to paperless media’s growth.

and

“manipulable�

(Young

tickets and boarding passes, and even coupons can now be purchased and redeemed through mobile

In line with this, Quezon City’s Computerized

devices in electronic or digital form.

Health Information System means to make data up-to-date and relevant. Through the program,

Aside from overcoming and building from the

staff can concentrate on monitoring and applying

physical limitations of paper, the paperless media

the information collected in designing preventive

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measures (“QC recognizes UP’s health info system

information’s accessibility. As the computer became

as tool in disease tracking�). Their streamlined

the standard word processing device, most, if not

computerized government records means to improve

all forms of written information have been typed

the accessibility and convenience of government

or processed in computers. Digitizing information

processes and records to its constituents. The

creates digital indexes, which enables digital text

new computerized system also ensures transparency of

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government records (“Local Government of Quezon City�).

2

The new electronic independence re-creates the world in the image of a global village. – Marshall McLuhan

The ‘More’ with ‘Less’ 3

Without

the physical constrictions of paper, electronic substitutes to paper have been, and continue to take on many different forms. Paperless substitutes to traditionally paper-based publications like books, magazines, and scholarly literature have been developed in the form of electronic books or “eBooks.â€? Ebooks are in principle, similar to print books, only different in medium because eBooks are simply digital representation of print books (van der Velde, and Ernst 570). Magazines and newspapers have also developed and are slowly co-existing, if not migrating online. Various magazines including National Geographic, Time and Men’s Health, local magazine Adobo Magazine, and newspapers like The New York Times, the Philippines’ Philippine Daily Inquirer and The Philippine Star all now have their own, as Ulrich Kaiser puts it, “companion websitesâ€? (Kaiser), and more recently, smartphone applications or ‘apps.’ The American publication Christian Science Monitor has dropped its print medium and now sports only a website (Marshal 2). Rappler.com, a “social news networkâ€? exists solely online. The invention of social media, beginning from Compuserve in 1969 to the invention of the email and later on to the growth boom of social networking sites like MySpace, Friendster, Facebook and Pinterest among others (Curtis) created electronic substitutes to activities traditionally done in print. &RPSXVHUYH SURYLGHG WKH Ă€UVW FRPPHUFLDO ,QWHUQHW service that enabled emails, paperless substitute to traditional print mail, to be sent. Usenet became the Ă€UVW SDSHUOHVV EXOOHWLQ ERDUG WKDW FRQQHFWHG 'XNH University to the University of North Carolina. Social

networking sites provided an avenue for people not just to connect but also to share information, updates and announcements electronically, WUDGLWLRQDOO\ GRQH E\ OHWWHUV Ă \HUV DQG WUDGLWLRQDO sharing of print materials. Text messaging is also a major contributor to paperless media by serving as instant messengers of announcements and sales promotions. Aside from the media stated, various “papered processesâ€? have had their paperless substitutes. In the United States, tickets and boarding passes FDQ QRZ EH SXUFKDVHG DV H WLFNHWV Ă€OH GDWDEDVHV are slowly transitioning to electronic databases like Lexis/ Nexis; banks, insurance companies and utility companies now offer paperless billing, wherein customers can access their billing or account information through the internet; electronic invoicing is now being offered to make business transactions faster; and automotive equipment, appliances and other electronic items now implement electronic or video instructions instead of the traditional paper manuals (Marshall 3). In the Philippines, Quezon City Mayor Herbert Bautista introduced the new electronic process by bringing in P2 million worth of computers and equipment for the encoding and transfer of all government records (“Local Government of Quezon Cityâ€?). He also launched the P8.5 million Computerized Health Information System created by the University of the Philippines. The program was created to automate the health department of Quezon City, making the collection, tallying and sharing of information and date faster (“QC recognizes UP’s health info system as tool in disease trackingâ€?).

4

I found that when I was putting my own music out, with my Twitter feed as the pure marketing budget, I’m preaching to the choir. – Trent Reznor

5

Paving the Paperless Route

Just like products,

the 1998 Government Paperwork Elimination Act

the paperless media wasn’t something that sold

electronic payments and signature, and for them

itself. Its growth is the result of different sectors

to refrain from using paper to create and modify

working together, agreeing on its usefulness and

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effectiveness. Different groups of society saw the

as stated previously the Quezon City government

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is modernizing or “digitizing� its government

it to their processes, slowly building a paperless

processes, as well as it healthcare processes. The

standard of doing things.

Department of Labor and Employment recently set

that requires all government records to accept

up the Green Jobs website as an available information As Lancaster predicted in 1978, libraries are now

source for business institutions on the best practices

offering eBook alternatives to their print books.

to

Traditional librarians are now being trained in the

practices and “climate-resilient jobs generation

new technology, reassessing their work description

and governance� (“Philippines: DOLE Promotes

to better suit the needs of an evolving society.

Green Jobs through ‘Paperless’ Advocacy.�). Chief

Libraries show support for the paperless media

Justice Lourdes Sereno on the other hand, spoke of

because of its ability to give access to valuable

her plans in introducing paperless processes to the

content through the many book collections (van der

Philippines’ highest court (Canlas). Strong support

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from the government and other political bodies

and index.

is gradually putting paperless processes at the

promote

environment-

friendly

business

forefront, making it a country- wide movement. The Obama administration in the United States is pushing their healthcare systems into going

Religious

groups

like

the

Christian

group

paperless. Hospitals are pushed into going electronic

“PrayGroup� has utilized Social Media and the

processing; and although they are struggling

web in inspiring activity amongst its members.

with the transition, they are complying with the

Articles, news and music videos invite members of

instruction (Marshal 4). They themselves are

its community to participate and interact (“China

gradually transitioning away from paper through

Weekly News� 101). Even the Holy Catholic Church,

6

the largest religious institution in the world has its

more than 450,000 customers have registered

own website under the Vatican where members

secure online accounts to use for paperlss billing

can view “Daily Meditations of the Holy Father�

and e-payments (Herron). In Haney Abdulrahman

(“http://www.vatican.va/phome_en.htm�)

and

Katib’s paper “Factors Impacting the Realization of

learn about the institution. Communities are being

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built everyday in social networks and through web

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pages and forums - communities that are built online

Information Systems, Training and Accounting and

and stay online.

OHDVW OLNHO\ WR EH DFFHSWHG LQ &OHULFDO DQG 2IĂ€FH Support, Sales and Human Resources. However

Even the academe has been building, if not

also concluded that security, privacy and budget

transitioning to “paperlessness.� Aside from the

are the major issues hindering the realization of

growth of use of eBooks, schools are now starting

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to offer online education. Various universities like

also inspired the development of technologically

Stanford University, Walden University, Caplan

innovative consumer goods. Mobile phones or

University and University of the Philippines just to

smartphones are now capable of reading PDF

name a few, have built web-based degree programs

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for distance learners. These schools operate mainly

“electronic ink devices� and well as PDA’s and

online, minimizing print processes and paperwork.

tablet computers are fast become popular reading

Discussions are generally done online through

devices (van der Velde, and Ernst 581).

private networks and forums. As van der Velde and (UQVW TXRWHG 6SULQJHU ´H%RRNV ² FRVWV DQG EHQHĂ€WV

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to academic and research libraries.�

e-books

shook

the

ground

on

which

book

publishers stand on the same way as the invention

7

Lasty, the business sectors have been great supporters

of mp3 format music completely changed the music

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industry. E-books paved the way for self-publication

for businesses as well as consumers. In May 2013,

and easy distribution of literature. Traditionally,

the publication and distribution of books were

in pretty covers with intros from famous authors”

streamlined to publisher. They managed the funding

were their money- makers until they realized that

of authors, the designing of covers, marketing,

they were “sitting on a gold mine” (Baddeley

sales and distribution of the printed products. The

39). Creditable to eBook’s feature of being easily

growth of the electronic media and the authors’ shift

indexed and searched, forgotten books, magazines

toward this cut them from the process through the

and other forms of literature are rediscovered and

easy e-publication, sales and distribution of e-titles

bought. Publishers are now “digitizing the backlist”

(Chatillon). Writers like Lawrence Block used this

for old titles to go back in circulation to be sold; all

to self-publish. He used his website and social

at a fraction of the price of a reruns and distribution

media to communicate with fans and sell his copies

costs. A single computer can now access hundreds

of his books directly through his online shop LB’s

of databases that open up the door to multitudes of

Bookstore, which he moved to eBay. His eBay store

books, magazines, newpapers and other literature.

has more than 180 titles including large print books,

Communities of “online-only readers” are growing.

audiobooks and eBooks of his books and short

These communities comprise of the younger

stories, all of which he is able to sell directly and at

generations that reject magazine and newspaper

ease to his fans (Callahan). Also from Block as quoted

subscriptions. They are a generation that expects

by Callahan, setup costs are low and marginal cost

content to be free (Marshal 2). And companies need to

is zero, for authors and self-publishers. “Ebooks

adapt to the new developing mindset to stay in business.

are cheap and affordable but not as cheap as they should be because publishers are scared of them, but the prices are going down” according to Block. Even the publishing sector, though once afraid of the paperless revolution, discovered the opportunities of in the business of e- publishing. Before eBooks, new titles, classics and the occasional “forgotten classics

8

To improve is to change; to be perfect is to change often. – Winston Churchill If there is no struggle, there is no progress. – Fredrick Douglass

Roadblocks to the Paperless Side 9

from an analog medium,

Shifting

the invention of high-tech, low-cost computers, and

like paper and ink towards

the recession.

phones is a challenging road, peppered with problems

Smaller and start-up companies continue to do

that are both innate and man-made. Technology, which

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brought about the paperless revolution, is inherently

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concerned about the satisfaction of man’s wants and

(Marshall 2) despite its cost-effectiveness in the long

needs. And the paperless revolution actually offers

run. Advertisers still shy away from putting out for

solutions to exactly that, as mentioned in the previous

advertising online because of its media congestion.

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The online world is full of multimedia like photos,

full fruition, which can be attributed to several issues

videos, music and pop-out advertisements, which

and concerns.

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digital or electronic media like computers and mobile

Lockwood also states that online world is a completely Though many institutions are already embracing

different world. Advertising in print, images are things

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people look at but online, readers feel that advertisements

some commentators and the academic professionals

are intrusive, disruptive and annoying.

at large remain extremely traditional or “myopic in the extreme� that large collections of books,

Age also plays a part in the movement’s low gear.

scholarly literature and other forms of print media

According to Pat Beal, the executive director of the

can still be accommodated in the future. This myopic

Senior Center of Elk Grove California, the older members

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of the senior community prefer to have their checks in

technological, and economic trends� (Young 845) like

physical form rather than electronically (Buck).

the rising costs of print production and distribution, the rise in production of academic papers and journals,

10

In Ashcroft’s paper Ebooks in Libraries: An Overview

Francis Norman Lopez, the president and general

of the Current Situation, she concludes that lack of

manager of InterCommerce Network said that

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the outdated customs and tariff codes are major

different platforms or programs, and lack of training

blocks towards the practice of paperless business

of librarians also inhibit the growth of eBook usage.

WUDQVDFWLRQV ,Q DGGLWLRQ WR WKHVH GLIĂ€FXOWLHV WKH resistance to change by the older employees and their

Today, companies are set up to offer electronic

fear of how the new technology and the younger and

document management to their clients. However, as

technologically- literate generations can phase them

stated previously, high initial cost is a major inhibitor.

out of the process contribute to the slow hike towards

And if businesses sporting paperless processes work

becoming totally paperless (Fernandez)

critical procedures with clients or suppliers who are not paperless, “the advantages of the system quickly dissipate.� This “inertia� of print dependency is another hindrance to the shedding out papers in business processes (Marshall 2).

11

Our printing press is the Internet. Our coffee houses are social networks – Heather Brooke

Print Media at the face of a Paperless Society 12

The paperless

present. The study was conducted in Greece, Turkey

revolution has affected several industries but perhaps

distribution deals of their eBooks and print books, This

the industry that it has had the greatest impact on

covers universities and other academic institutions, all

is the print industry. The question is, did it affect it

of which are heavy users of both product types. They

negatively or positively? Paperless media, being an

however added that though the sales of eBooks in

industry whose goal is to create electronic substitutes

these countries are increasing, they see no correlation

to paper and printing, is naturally expected to create

with it and the growth of print books. What they can

a negative effect on the printing industry. However,

conclude however is the eBooks do not cannibalize

“inertia is high and progress to shed paper is often

on print books (van der Velde, and Ernst 579).

and Germany where the company has nationwide

slow” (Marshall 2). It is ironic that the growth spurt of paperless media platforms and other technological

The two authors however quoted Springer’s

advancements that can provide digital or electronic

respondents in their research saying: “eBooks are

alternatives to paper correlates with continuous

great for research. Cover to cover: print rules (User

growth in paper consumption (Katib 140). National

at University of Turku) (Springer, 2008)” and “In

Post, a Canadian newspaper reported that a 3%

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growth in readership online and in print was

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recorded between 2007 and 2008 as compared to the

(from cover to cover) (User at University of Illinois

same period the years before that (“National Post”

at Urbana-Champaign) (Springer, 2008).” These

A2). Doris Bolef further notes the contradiction of the

are in line with the ability of electronic media to be

increase in electronic methods with the rise in paper

indexed and easily searchable. Users seem to use

use (Bolef 210-211).

electronic media to search and scan but use paper to do long readings and “knowledge work.” Arthur

13

Van der Velde and Ernst’s report on Springer Books’

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print book and eBook sales indicate that Springer

its natural place in the workplace activities that are

saw a growth in print book sales where eBooks are

point-of-use activities.

As Jeffrey Marshal stated in his paper “Whatever

In 2001, Businessworld reported that Oce Singaport

Happened to a Paperless Society”, though businesses

Ltd. Printers, whose clients include the Social

and other activities have been transitioning to

Security System, Cictibank, Bank of the Philippine

electronic processes, people still print out electronic

Islands, expects 80% growth in the Philippine high-

documents for record- keeping. In addition, as Seller

volume printing products (BusinessWorld). Despite

and Harper stated as quoted by Arthur Young in his

the technological advancements, more and more

paper “Aftermath of a Prediction: F.W. Lancaster

paper is used, consumed and discarded (Katib140).

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“Document printing presents a huge roadblock to

natural place in workplace activities that are point-

eliminating paper because many online documents

of-use activities or that are the kinds of activities we

or ebooks are still printed for record-keeping,

normally think of as key to knowledge work.

reminders, and the like” (Marshall 1).

Some people continue to prefer or support print media. Lancaster “laments” on the dehumanization present in new technology. The digitalization and electronic substitutes of traditionally printed or hand-written communication methods has taken out the “human” in the process. Young further notes that librarian [and people] tend to think of technology as merely “enabling mechanism” and not as ends themselves (Young 848). “Clearly, many libraries are now acting as printing presses for electronically stored information and duplicators of printed materials.” (Bolef 210)

14

“The real problem is not whether machines think but whether men do.� - B.F. Skinner

Print Media and the Paperless Society 15

Practical,

economic

“In traditional print media more time is spent on looking

and even environment

for documents and less time reading or working on them.

factors have contributed to the growth of paperless

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media. The paperless media, as said by Young, is

solutions addressed and reversed this.� (“Computerworld

dynamic and interactive and unlike print’s linear

Philippines�)

industrial,

manifestation, will be more “manipulable� (Young 845). This manipulability of electronic or digital media

These characteristics of electronic, digital or paperless

enables improved accessibility, easier customization,

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if not impossible with the physical limitations of

Marshall, the growth of the paperless or electronic

traditional print. Electronic or digital media has the

media can ultimately be credited to three factors

ability to transmit information through electronic

happening and working hand-in-hand: the younger

mail, social media and the Internet. It can promote

generation’s bias towards saving on paper for

products “anytime and anywhere at the most-cost

environmental preservation, the spread of new

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technology that produce paperless media and paper-

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preserving equipment like two-sided printers, and

of information and the savings is “music to the ears�

general cost-cutting during recession (Marshall 4).

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John Swan however, advises readers [and users of

limitation of paper slows down the processing of

electronic media] to “resist an electronic vision in

business transactions. In a “papered� process, only

which the mind is shaped rather than liberated by

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the computer� (Young 851). As Marshal puts it: “If

paperless one. The paperless process enables multiple

you think paper is irreplaceable, remember what

users to access and use data. In a 1997 article by

happened to the glass bottle and the buggy whip.�

&RPSXWHUZRUOG 3KLOLSSLQHV WLWOHG Âś3DSHUOHVV 2IĂ€FH¡ far from common, imaging providers say’, imaging vendors shared that:

16

“The march toward a paperless environment will proceed

power supply. However, recent developments in

in three phases: use of the computer to print documents,

technology innovated solutions addressing these

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issues. Paper- like static screen or electronic ink

predominance of electronic materials.� (Young 846)

technology, which consume less energy, and stronger, longer-lasting batteries are now out which makes it

Lancaster’s prophesy of a paperless society now has

seem like a paperless society is inevitable. However,

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the perception on the services rendered libraries and other institutions will not improve with technology

De Gennaro however, asserts maintaining print books as vital resources while openly accommodating new technology. Books, and services to access them must not be forgotten (Young 850). Though technology has brought paperless media, which built on the limitations of paper, they themselves have their own limitations. Mobile phones, PDA’s computers and tablets are all equipped with LCD screens, usually small in size and tiring to the eyes. In addition, these devices are limited in

17

alone.

“A new technology may improve an existing situation but bring with it its own set of SUREOHPV ,W FDQ EH XVHG WR EHQHÀW VRFLHW\ RU to impair it. The impact is determined by the qualities of the humans who exploit it, rather than by properties inherent in the technology itself.” (Young 847)

18

References Ashcroft, Linda. “Ebooks in Libraries: An Overview of the Current Situation.” Library Management 32.6 (2011): 398-407. ProQuest. Web. 14 Nov. 2013. Baddeley,Anna.“Review:Books:TheNewReading:Ebooks,Kindlesandtheweb.”Observer[London(UK)][London] 14 October 2012, 39. Web. 19 Nov. 2013. <http://search.proquest.com/docview/1111783827?accountid=28547>. Bolef, Doris. “The Paperless Society: Libraries in Transition.” Library of Rush University. 72.2 (1984): 210-211. Print. Buck, Claudia. “SOCIAL SECURITY’S SWITCH TO PAPERLESS IRKS SENIORS.” Daily PressJan 22 2013. ProQuest. Web. 14 Nov. 2013 <http://search.proquest.com/docview/1271963683?accountid=28547>. Buckland, Michael. “Review of Toward Paperless Information Systems.” Journal of Academic Librarianship. 5.6 (1980): 349. Print. “Print services to grow despite paperless promise.”BusinessWorld [Manila] 1 February 2001, n. pag. Print. Callahan, Tom. “Lawrence Block Embraces eBooks and Social Media.” The Writer Nov 2012: 38-9. ProQuest. Web. 14 Nov. 2013 (http://search.proquest.com/docview/1145776593?accounrid=28547>. Canlas, Jomar. “Chief Justice eyes paperless judiciary.”McClatchy - Tribune Business News[Washington] 30 August 2012, n. pag. Web. 19 Nov. 2013. <ProQuest>. Chatillon, Devereux. “Digital Comes to the Book Industry-Ebooks in 2013.” Computer and Internet Lawyer 30.7 (2013): 6-13. ProQuest. Web. 14 Nov. 2013.

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