Can anyone in the office authorize destroying the paper originals after they're scanned?

Short answer: usually no. Deciding to destroy paper originals after scanning is a formal disposition decision, not something any individual employee can authorize on their own. It must follow your organization’s records schedule and written policy, and in many settings it also depends on whether the digitized copy meets defined quality and authenticity standards.

Why it is not an individual’s call

Destroying a record is governed by an approved retention schedule and a defined disposition authority. The schedule states how long a record series must be kept and what happens at the end of that period. A single staff member cannot shorten or override that simply because the document has been scanned. In government, disposition authority typically traces back to an approved schedule; in the private sector, it flows from board- or executive-approved records policy and is delegated to specific roles such as a records manager, general counsel, or compliance officer.

Scanning changes the format, not the obligation. Until the original has reached the end of its required retention and disposition is properly authorized, the paper stays.

What usually has to be true first

Before originals can be destroyed, most programs require that:

• The digitization is covered by policy that permits the destruction of source documents.
• The scanned copy meets adopted image-quality and metadata standards so it remains a trustworthy, usable record for its full retention period.
• No legal hold, litigation, audit, or investigation applies to those records.
• The disposition is documented and signed off by an authorized role, not decided informally.

Some record types may need to be retained in their original form regardless of scanning, often because of statute, evidentiary value, or permanent/archival status. Confirm those exceptions before assuming a scan can replace paper.

Practical guidance

Route any “can we shred the originals” request to your records manager or records officer and check the applicable retention schedule. Capture the authorization in writing, including who approved it and the basis. Following sound digitization standards up front is what makes lawful destruction of originals defensible later.

For related guidance, see the digitization and imaging topic hub.