Scanning Records - Disposal of Paper Originals

When a scanning project is complete, how long do paper originals need to be kept?

Should I Scan? Format & Resolution Standards Quality Assurance Documenting Processes & Preparing to Scan Disposal of Paper Originals

Disposal of Paper Originals

  • Original paper records should be kept for a minimum of thirty to ninety days after scanning is complete in a manner that allows them to be available to the business unit. This period is to allow for any errors to be detected and for re-scanning if necessary.
  • After 30-90 days:
    • For records that have a permanent retention requirement, which the digital versions will now fulfill, State approval is required for disposal of the paper originals.  Please consult our Records Disposal article or contact us with any questions about this process.
    • For records that do not have a permanent retention requirement, the paper originals can be properly disposed of at your convenience.
  • Please consult our Information Disposal Guide or contact us for information about arranging disposals and the difference between materials requiring secure disposal and those that do not.
  • Document how and when the records were destroyed.  External companies can generally provide a destruction certificate.

Have a question that isn't answered here or need more specialized guidance? Please reach out!

Records and Information Management Services 

Visit the Contact RIMS page of our website to get in touch!

Urbana Office: Rm. 450 Henry Administration Building (HAB), M/C 359

Chicago Office: Rm. 258 Roosevelt Road Building (RRB), M/C 010


Keywords:
scanning records, disposal, records management 
Doc ID:
94807
Owned by:
Margaret N. in University of Illinois System
Created:
2019-10-03
Updated:
2025-04-07
Sites:
University of Illinois System