Once files are digitized, what can be done with the hard copies?

Once files are digitized, it is important to manage the physical hard copies in a way that complies with legal and regulatory requirements. Destroying hard copies—referring to processes such as shredding or incinerating—is allowable as long as it is done securely and in accordance with applicable laws and company policies regarding the disposal of sensitive information. This ensures that sensitive information is not at risk of being accessed or misused after digitization.

Archiving hard copies indefinitely or even donating them may not be practical and could pose risks, especially if any personal, financial, or sensitive information is still contained within those documents. Each organization may have specific retention policies that dictate how long certain documents must be kept before they can be securely destroyed. Thus, once files have been properly digitized and those files meet the necessary legal standards, securely destroying the physical copies is often the most responsible action to prevent information breaches.