Scanner or Shredder? Knowing What to Scan and What to Toss
By USA IMAGING, Inc. – Document Scanning Experts Since 1991
When it comes to managing office records, there's a critical question many businesses face: Do we scan it, or do we shred it? Knowing what to keep, digitize, or securely dispose of can help you maintain compliance, reduce clutter, and streamline operations. At USA IMAGING, Inc., we’ve helped thousands of businesses make smart decisions about their documents—and we’re here to help you do the same.
Why It Matters
Every file, invoice, or memo that sits in a cabinet represents a potential asset—or a liability. Keeping everything leads to overflowing storage, higher costs, and wasted time. Shredding too quickly could result in compliance violations, legal risks, or loss of institutional knowledge.
The key is having a clear, intentional strategy for what to scan, store, or shred.
Step 1: Understand Legal and Compliance Requirements
Before you decide to toss anything, consider these questions:
Is the document required by law to be retained?
Some financial, HR, and legal documents must be kept for a specific period (e.g., IRS tax records: 7 years; employee I-9s: 3 years or 1 year after termination).Is the document subject to audit, litigation, or industry regulation?
Regulated industries (like healthcare, legal, and finance) often have specific rules for record retention and digital archiving.Can a scanned copy legally replace the original?
Most jurisdictions and agencies accept scanned images as valid records if digitized properly—meaning legible, complete, and stored securely.
Step 2: Know What to Scan
Here’s a breakdown of records you should always scan before considering shredding:
✅ Financial Records
Invoices, receipts, payroll records, audits, tax filings—digitize for easy access and IRS compliance.
✅ Human Resource Files
Employment applications, performance reviews, benefits info—digitizing allows HR to respond quickly to inquiries while maintaining confidentiality.
✅ Contracts & Legal Documents
Agreements, leases, NDAs—scan and back up. Originals may be retained but digital versions speed access and improve organization.
✅ Medical & Client Files
In HIPAA-compliant environments, scanned records provide secure, searchable access while reducing risk of paper loss.
✅ Historical or Institutional Knowledge
Memos, policies, or meeting notes with long-term value should be scanned—even if not legally required.
Step 3: Know What to Shred
Once you’ve scanned and verified a digital copy, these are safe to shred (unless regulations say otherwise):
🗑️ Duplicate Copies
No need to keep 3 copies of the same contract once one is digitized and backed up.
🗑️ Outdated Drafts or Working Notes
Preliminary versions of documents that are no longer relevant.
🗑️ Old Memos, Flyers, and General Announcements
If the content is outdated and has no long-term value, shred it.
🗑️ Junk Mail, Catalogs, and Promotional Materials
Digitizing irrelevant materials wastes time and storage space.
🗑️ Expired Insurance & Licenses
After the retention period ends and no active claim or case is connected, shred securely.
Step 4: Adopt a "Scan First" Policy
The best practice is to scan first, then decide whether to shred or store. This ensures you:
Capture a secure, digital backup
Avoid accidental loss of essential data
Make paper disposal decisions from a place of confidence
At USA IMAGING, Inc., we help organizations set up digital workflows where every incoming document is scanned on arrival and routed by retention rules.
Final Tip: Create a Document Retention Schedule
Every office should have a document retention policy, outlining:
What to keep
How long to keep it
What to scan
When and how to shred
We can help you build one tailored to your industry.
Let USA IMAGING Help You Decide
You don’t have to figure it all out alone. USA IMAGING, Inc. has more than 30 years of experience scanning, indexing, and digitizing documents for government agencies, law firms, hospitals, and private businesses.
We offer:
Document auditing & sorting services
Secure, high-speed scanning
Retention and shredding guidance
Digital file organization and retrieval systems
📞 Call us today at (858) 513-6565 or visit www.usaimaging.net to request a free consultation.
USA IMAGING, Inc. – Trusted Since 1991
From scan to shred, we help you handle it right.
