Short answer: scanning your records does not automatically mean you can shred the paper. In North Carolina, local governments need approval from the state first, and some records have to stay on paper no matter what. Businesses have more room, but they still need a plan before anything goes in the shredder.
Why this question comes up so often
Most offices call us about scanning because they need space, a move is coming, or finding a file takes too long. The shredding question usually shows up second, and it is the one that can cause real trouble if it is answered too fast.
If you are a local government or public school in North Carolina
Public records in North Carolina are regulated by the state, and the rules apply to scanned copies too. The state's Department of Natural and Cultural Resources has a form that local governments use to request approval to dispose of non-permanent paper records that have been scanned. The state has also said it requires a local government to create and sign an Electronic Records and Imaging Policy before it grants that permission.
Two points matter most. Records with permanent retention can be scanned, but the paper original is always kept. And the approval comes first, so scanning a box does not start a countdown to shredding it.
If you are a business
Businesses are not under the state archives rules, but other requirements apply. Tax records are the common one. The IRS allows electronic copies to stand in for paper in many cases, as long as your system produces legible images and lets you find a record again. Contracts, personnel files and anything under a legal hold or audit have their own rules. Your accountant or attorney is the right person to confirm what applies to you.
Before you shred anything, settle these
Who is responsible for deciding what can be destroyed, and where that is written down.
Which records are permanent or have legal value as originals.
Whether any records are under a legal hold or audit.
Whether the scans have been checked for completeness and legibility.
Where the originals will be kept while your team reviews the files.
Keep the originals until someone has checked the scans
Even when destruction is allowed, wait. A missing page or a blurry image is much easier to fix while the paper still exists. We hold your originals for a review period after delivery, so you do not have to store the paper yourself. Once you have confirmed the quality of the scans, and your requirements allow it, we securely shred the originals.
Where DTI fits
We are based in Greensboro and serve offices across North Carolina, including Charlotte, Raleigh, Durham, Winston-Salem, High Point and Chapel Hill. We scan the records, index them so you can find them, and handle secure shredding when you are ready. We do not set your retention rules. You tell us what your requirements are, and we work to them.
Frequently asked questions
Can I shred records right after they are scanned?
Not safely. Check your retention requirements first, and wait until the scans have been reviewed.
Do North Carolina public agencies need permission to destroy scanned paper?
Local governments need approval from the state Department of Natural and Cultural Resources to dispose of scanned non-permanent paper records, and permanent records stay on paper.
Do businesses need approval from the state?
Not from the state archives. Tax, legal and industry rules may still apply, so confirm with your accountant or attorney.
Can you shred the paper for us?
Yes. We hold your originals for a review period after delivery. Once you have confirmed the quality of the scans, and your requirements allow it, we securely shred them, so you do not need to hold on to the paper yourself.
Ready to talk about your records?
Call us at 336.346.1580 or use the Get Started page. Business hours are 8 a.m. to 5 p.m. Eastern.