Scanning paper documents is a major step toward digital transformation, but what happens after those files are scanned is just as important. Businesses often focus on the scanning process itself, but the real value (and risk mitigation) comes from how those newly digitized records are handled, stored, and managed afterward.
From indexing and file formats to digital storage and the secure destruction of physical originals, each step matters for security, compliance, and long-term accessibility.
In this post, we’ll walk you through the full post-scanning lifecycle of your files, so you know exactly what to expect, and how to make the most of your investment in document scanning.
Step 1: File Review and Quality Control
After scanning, documents typically go through a quality assurance (QA) process to ensure:
- Every page was scanned (no skips or duplicates)
- All images are legible, properly oriented, and de-skewed
- Multi-page documents remain properly grouped
- Color, grayscale, or black-and-white settings are preserved as needed
QA ensures that the scanned files are complete, accurate, and usable before anything is indexed or stored.
Step 2: Indexing and Metadata Tagging
Once your scanned documents are verified, the next step is indexing—organizing your files so they can be easily found later.
Indexing may involve:
- Naming files consistently (e.g., Invoice_2024-07-15_ClientABC.pdf)
- Tagging metadata like customer ID, employee name, date, or department
- Folder structure organization that mirrors your current system or improves it
- Barcode or QR code capture if used in your paper records
This structure is critical for document searchability, especially if you’re integrating your scans into a Document Management System (DMS) or cloud platform.
Learn more about document management integration →
Step 3: File Format Selection
Most scanning providers will offer a range of digital file formats depending on your needs. Common formats include:
- PDF – Ideal for static documents, archives, and legal/compliance use
- PDF/A – Archival version of PDF designed for long-term storage
- TIFF – Often used for high-quality image fidelity in technical files
- JPEG or PNG – For photos or marketing material
- Searchable PDFs with OCR – Scanned files made searchable via Optical Character Recognition, ideal for future search and retrieval
Choosing the right format depends on how you plan to use your files, who will access them, and any industry-specific requirements.
Step 4: Secure Digital Storage
After scanning and formatting, your files need to be stored securely, whether on your own servers, in a cloud-based repository, or through a managed Document Management System.
Storage options typically include:
On-Premise Storage
- Stored on your internal servers
- Gives full control over access and infrastructure
- Requires internal IT resources for maintenance and backups
Cloud Storage or DMS
- Access from anywhere with internet connectivity
- Features like version control, audit trails, and collaboration tools
- Scalable and backed by redundant infrastructure
Hybrid Approach
- Combines on-premise and cloud systems for flexibility and disaster recovery
Each storage option should include:
- Encryption at rest and in transit
- User access controls and role-based permissions
- Automated backups and versioning
- Compliance with industry standards (HIPAA, SOC 2, etc.)
Learn more about document storage →
Step 5: Retention Rules and Lifecycle Management
Once digital files are stored, you’ll want to align them with document retention policies, especially if you’re in a regulated industry like healthcare, legal, or finance.
A good system should allow you to:
- Set automated destruction dates based on document type
- Track how long files have been stored
- Receive alerts for files approaching expiration
- Maintain logs of all retention actions for audits
This reduces liability, avoids over-retention, and ensures you’re following both company policy and legal requirements.
Step 6: Secure Shredding of Physical Documents
What happens to the original paper documents?
Depending on your internal policy or regulatory needs, you can:
- Return original documents to your facility
- Store them offsite for a specific retention period
- Have them securely shredded after scanning and approval
Most businesses opt for secure shredding once digital copies are confirmed accurate. This includes:
- Locked containers during transport
- Chain-of-custody documentation
- Cross-cut shredding that meets NAID AAA standards
- Certificates of destruction for audit purposes
See how our shredding process ensures full compliance →
Scanning your documents is just the beginning. What truly ensures security, compliance, and long-term value is how your files are processed, stored, and protected afterward.
From indexing and format selection to secure digital storage and physical destruction, every step matters. When done right, your scanning project lays the groundwork for faster access, better compliance, and reduced paper clutter—all while keeping your information secure.
Need help planning your document lifecycle from scan to shred? Contact us →
