Scanning your records is a big step toward a more organized and efficient way of managing information. But once the scanning is complete, what actually happens next?
Many businesses aren’t entirely sure. Are the physical records automatically shredded? Can they get them back if they still need them? Are they stored somewhere securely, and for how long?
These are the kinds of questions that don’t always come up until the project is already underway. But they matter just as much as the scanning itself. Knowing exactly what happens after your records are digitized can help you make smarter decisions about what to do with the originals, and who you trust to handle them.
In this article, we’ll walk you through what happens after your documents are scanned, including how they’re stored, who handles them, and what your options are for shredding, returning, or storing them offsite
First Things First: Deciding What to Do With the Originals
Even before your records have been digitized, you’ll need to decide what you want do with the physical copies. Whatever you decide, your records are in good hands. We build flexibility into every project so you can make the choice that’s right for your business.
Option 1: Permanently Destroy Your Paper Records
The most common request businesses make after scanning is to shred the physical documents. Once your records are safely digitized, keeping the paper versions often becomes unnecessary, especially once you’ve reviewed your digital files and confirmed everything is accounted for.
At SecureScan, shredding is never automatic. Most clients take advantage of the opportunity to reduce clutter and free up space, especially since the documents are already in our possession. This makes the step easy and cost-effective, but it is completely optional.
To give you time to review your digital files, we hold onto the physical documents for 30 days after the last file has been scanned. This gives you a chance to confirm that everything transferred correctly, get comfortable using your new system, and reevaluate whether any records still need to stay in paper form.
If you decide to proceed with shredding, we handle it on-site with our NAID-certified shredding service. It’s a secure, one-step process that eliminates the need to move your documents again. And because it happens at the tail end of the project, there’s little to no additional cost to include this service.
Option 2: Return Your Documents To Your Office
Some businesses still need to hold onto their physical records after scanning. Whether it’s due to retention requirements, compliance policies, or just internal preference, keeping the originals may still be part of the plan, and that’s completely fine.
When return is requested, we take care to ensure your documents are delivered back to you in the same organized condition they were in when we picked them up. Throughout the scanning process, our team maintains the original order of your files, returning each document to its labeled box or folder once it’s been scanned. That way, when your records are returned, they’re still usable, structured, and easy to work with.
This approach is especially helpful for businesses that want the benefits of digital access but still rely on physical records for reference or legal compliance. Whether you’re required to keep paper copies for a set number of years or just feel more comfortable having a hard copy backup, we make it easy to have both.
You don’t have to sacrifice structure or accuracy to go digital, and when your files come back, they’re just as organized as when they left.
Option 3: Bring Them to a Secure Storage Facility
In some cases, documents don’t need to go back to the office, they just need to go back into storage. Whether you’re downsizing, short on space, or the records were pulled from storage to begin with, we can help get them where they need to go once the scanning is complete.
If you’re working with a third-party storage provider, we can coordinate delivery directly to that location. This option is useful for businesses that are required to retain paper records but don’t need to keep them on-site.
We don’t offer long-term storage ourselves, our secure facility is designed specifically for handling and protecting records during scanning projects. But once your files are digitized and the project is wrapped up, we’ll make sure your documents make it to their final destination safely and securely.
You won’t need to arrange for additional pickups or worry about how to transport boxes back on your own. We’ve got it covered, end to end.
If We’re Returning Your Documents, Security Still Matters
Whether your documents are being returned to your office or delivered to a storage facility, they’re still in our care, and we treat them with the same level of attention as we did during the scanning process.
Each return trip is handled by a dedicated transport team. Your files are never combined with other clients’ records, and we never make unnecessary stops along the way. The documents leave our secure facility and are delivered straight to their destination, with no detours that could compromise their security.
Even after your records have been scanned, we continue to follow our strict chain-of-custody procedures during transportation. Every box is accounted for, labeled, and logged, so nothing is misplaced or mishandled in transit.
Your records stay protected until the very end of the project, whether that means being handed back to you, delivered to your storage provider, or securely destroyed.
Need a Document After Scanning? We’ve Got You Covered.
As we mentioned earlier, after your records have been scanned, we don’t immediately shred or return them. Instead, we keep them securely stored for 30 days by default. This gives you time to review your digital files, confirm everything transferred properly, and make sure you’re comfortable with what’s been digitized.
Sometimes during this review, clients realize they need to keep a specific set of files they originally planned to shred, or that they need a few boxes returned for legal, operational, or internal reasons. That’s exactly what this holding period is for.
If you need access to your physical records during that time, just let us know. We can quickly locate and scan the file or prepare it for return. Only authorized team members can make these requests, and we always verify access before moving forward to ensure everything stays secure.
This grace period is built into our process because we know plans change. Even after scanning is complete, your records stay protected, flexible, and within reach, just in case.
Your Records Stay in Good Hands Until the Very End
Even after your documents have been scanned, they’re still treated with the same level of care and security as they were on day one. Until your records are returned to you, sent to storage, or securely shredded, they remain in the hands of trained professionals who know exactly how to handle sensitive information.
At SecureScan, we take pride in the people we hire. Every team member goes through a strict background check before being brought on board, followed by comprehensive training in secure document handling practices. All staff are HIPAA certified and regularly re-trained to stay current with privacy regulations and best practices.
We also work with a third-party security team that conducts random audits to make sure our procedures are being followed precisely. This commitment to accountability doesn’t end once the scanning is done, it continues until the very last box is out of our care.
No matter what you choose to do with your records after scanning, you can count on us to keep them secure and professionally handled every step of the way.
No Matter What Path You Choose, SecureScan Has You Covered
What happens after scanning matters just as much as what happens during it. Whether you choose to shred your files, store them, or have them returned, you need a partner who will be there with you every step of the way.
At SecureScan, we’ve spent more than 22 years building our process around that exact idea. From the moment your documents leave your hands to the moment they’re either back with you or securely destroyed, we make sure everything is handled with care, accuracy, and transparency.
If you’re ready to learn more, reach out for a free quote or talk to one of our scanning specialists. We’ll walk you through the process and help you find the option that works best for your business.