Paper Shredding 101: What to Shred, Scan, and Save
In a world where data breaches and identity theft are real threats—and office space is a premium—it’s no longer enough to simply store documents. You need a smart system for knowing what to shred, scan, and save.
Whether you work for a government office, law firm, healthcare provider, or small business, this guide will help you make smarter document decisions that protect your information, optimize your space, and keep you in compliance.
What to Shred: Destroy It Securely
Not everything belongs in a file cabinet forever—and holding onto certain records too long can actually put you at risk.
Here’s what to shred (securely):
Outdated financial records (after legal retention periods expire)
Old employee records (resumes, reviews, timecards beyond retention)
Medical records past HIPAA retention requirements
Duplicate copies of sensitive documents
Client or case files no longer needed or transferred
Printed emails or internal notes with confidential info
Marketing or operational drafts with proprietary data
Why it matters: Holding onto documents beyond their useful life opens the door to data breaches, compliance violations, and legal risk. Secure shredding ensures that sensitive data doesn’t fall into the wrong hands.
What to Scan: Digitize and Organize
Scanning is a great solution for documents that are still valuable but don’t need to be accessed daily—or take up physical space.
You should scan documents that are:
Needed for compliance, but not used frequently
Required for long-term retention (e.g., contracts, permits)
Frequently referenced across departments or locations
At risk of deterioration or physical loss (receipts, handwritten notes)
Needed for audits or legal review, but not stored centrally
Why it matters: Digitization gives you faster access, better security, and less clutter. It also simplifies sharing and collaboration without putting the originals at risk.
What to Save: Keep the Originals (For Now)
In some cases, keeping a physical copy is still the best move—especially if originals are legally or operationally required.
Documents to save physically include:
Originals with legal significance (wills, deeds, notarized forms)
Records with embossed seals or physical signatures
Blueprints or technical drawings not easily scanned or replicated
Documents needed for litigation or active investigation
Vital records (birth certificates, tax forms) where hard copy may be requested
Why it matters: Some documents lose legal weight when digitized. When in doubt, consult your legal or compliance team—or partner with a document management firm that understands these regulations.
Bonus Tip: Have a Retention Schedule
One of the best ways to streamline shredding, scanning, and saving is to create a document retention schedule. This policy outlines how long different types of documents are kept—and what happens when they’re no longer needed.
A good schedule will help you:
Stay compliant with laws and regulations
Avoid unnecessary liability
Reduce storage costs
Know when and how to dispose of records securely
Ready to Streamline?
At Document Mountain, we help businesses and government offices implement smart, secure document strategies—from scanning and shredding to offsite storage and digital transformation.
Let’s simplify your records and give you back the space, time, and security you need to grow. Get in touch today!