How do you handle the retention and disposal of the original paper records after scanning?

Scanning offers enhanced disaster recovery for the documents. Digital images can be backed up to hard drive or protected electronically with an e-vaulting solution. Scanning a document and storing in a repository by providing required accesses to a group of people allows easy sharing & collaboration.Can be accessed & viewed simultaneously by different location users. Document scanning isn’t just good for your business; it benefits the environment as well. According to the Paperless Project, the average office worker uses 10,000 sheets of paper every year. That’s a lot of trees! Document scanning greatly reduces your business’ paper consumption for a greener planet.

It all depends and comes down to the R&D schedule or legislations followed by the organisation. Once originals are scanned and stored safely there is practically no need to retain the hard copies as they will use up physical storage space, require more resources to maintain hence added costs. now those records that can not be scanned properly and fully can be retained as part of the master copies in the archives. The process needs to be documented and laid out fully. The disposal can be recycling, pulping , shredding. I wont recommend burning as of potential damages to the environment and the risk involved.

Scanning paper records is a transformative step in records management. It not only saves space and reduces costs but also enhances access and security. The ability to swiftly search and edit digital records boosts productivity and quality. However, the retention and disposal of original papers post-scanning are critical. Before disposal, assess the legal and regulatory requirements, and consider the risks of data breaches or loss. Disposal methods range from shredding to incineration, with best practices emphasizing confidentiality and environmental responsibility. Embrace AI and expert insights to refine your records management strategy.

Two other points to note: First, if your retention period tell you that you can now safely delete a records, and you have deleted your digital record, but still maintain the hard copy, then you have not complied with your Records Disposal schedule! Second, keeping Records beyond their stated useful life and their retention period soon turn once were assets into liabilities! Just ask anyone who ever got an e-discovery request...

Once your paper records have been scanned, properly indexed in a safe and secure electronic environment there is no need to keep them. I *might* keep contractual documents with original signatures (also in a safe and secure physical space), but that would be the limit. Legislation (in Canada at least) recognizes digitized records as legally valid...

Paper documents are vulnerable to fires, floods and natural disasters. If customers are in different regions, printing and mailing bills, invoices statements and other items makes it's hard to provide consistent customer service.

Retaining paper records post-scanning poses significant risks. Clutter and waste from unused documents consume precious space. There’s a heightened risk of sensitive data exposure, leading to potential theft or damage. Duplication and inconsistency arise when multiple record formats coexist, complicating data management. Moreover, non-compliance with legal and regulatory mandates for record retention and disposal can result in severe penalties. It’s crucial to weigh these risks against the benefits of digitization and implement stringent measures for secure disposal to safeguard information integrity.

Tricky concept. In one company we implemented a process called "Image-in-lieu". The process involved RIM, Internal Audit, and the respective business function whose documents were being scanned. The process involved 2 rounds of checks: Round 1: Random checks of images (5% of total scanned) against paper. Round 2: Random checks of paper against images scanned (5%) If all looks good, paper copies are destroyed. Challenge: Time and resources. IA sets the parameters & checks results. RIM facilitates. The business function feels the burden to provide resources to go through the audit. Still, an essential process allowing organizations to have a formal policy/procedure in place to discard paper after scanning.

Ongoing value to the organization is not the only factor that needs to be considered at the end of the record lifecycle. Information sensitivity and your organization's legal obligations to protect it can be overlooked in the disposition process. For physical records to be appropriately destroyed, you may need to consider the use of secure shredding boxes. For physical records to be appropriately stored long-term, consider the storage medium and transfer process from office to warehouse.

When considering the disposal of paper records post-scanning, it’s essential to evaluate the record’s type and value. Historical, cultural, or sentimental records may warrant preservation beyond a digital copy. Ensure the scanned copies are clear, readable, and complete, reflecting the original document’s details. Compliance with legal and regulatory requirements is paramount, as some records may be subject to mandatory retention periods or need authorization for destruction. These considerations safeguard against loss of valuable information and ensure adherence to governance protocols

Shredding performed by a NAID AAA certified vendor ensures applicable laws/requirements/regulations for information destruction are followed. https://isigmaonline.org/certifications/naid-aaa-certification/ I highly recommend incorporating this into your destruction practices.

Choosing the right disposal method for paper records is crucial. Shredding is secure and prevents reassembly, making it a popular choice. Burning offers quick destruction but risks fire hazards and air pollution. Pulping chemically breaks down paper, but it must be managed to mitigate health and environmental risks. It’s important to balance security, sustainability, and cost when selecting a disposal strategy to ensure responsible information management and environmental stewardship.

Implementing best practices for record disposal is key to maintaining data integrity. Documenting disposal policies with clear criteria ensures a systematic approach. Maintaining a log of disposal activities provides accountability and traceability. Segregating records by category before disposal optimizes the process, while encrypting digital records safeguards against unauthorized access. Regular backups are crucial for data recovery, ensuring continuity even after paper records are gone. These steps form a robust framework for secure and compliant record management