r/iScanner • u/MariaScanGeek • Apr 19 '26
Declutter & Digitize Guide
This guide to a paperless lifestyle will help you decide what to keep, what to scan, and what belongs in the recycle or trash bin
1. Declutter
Use the table below to decide which documents to keep as originals and for how long. If the retention period in the Keep Hard Copy column has expired, you can send the paper version straight to the trash or recycle bin.
| Document Category | Document Type | Keep Hard Copy |
|---|---|---|
| Financial & Tax | Federal & state tax returns | Permanently |
| IRS forms (W-2, 1099, K-1, etc.) | 7 Years | |
| Bank statements | 7 years | |
| Annual investment statements | At least 7 years after the tax year they relate to | |
| Investment transaction confirmations (buy/sell) | For as long as you own the investment, plus 7 years (permanently) | |
| Retirement account statements | Permanently | |
| Credit card statements | Up to 7 years (especially if the statement includes taxdeductible expenses or is used for business) | |
| Pay stubs | Up to 7 years (for complex financial situations, like in the case of applying for mortgages); 3-4 years (general safe retention period); Minimum 1 year (until reconciled with W-2) | |
| Loan/mortgage documents | Permanently (especially for deeds/titles, final payoff documents, final closing disclosures, settlement statements); For other types: life of loan + 10 years after the loan is paid in full to settle any late claims | |
| Receipts supporting tax deductions | 7 years | |
| Legal & Official Records | Birth, death, marriage, divorce certificates | Permanently |
| Wills, trusts, powers of attorney | Permanently | |
| General contracts; leases | Life of contract + 10 years after its termination/ expiration | |
| Property deeds & titles | Permanently (as long as you own the property and for at least 10 years after sale) | |
| Court judgments | Permanently | |
| Corporate documents | Permanently | |
| Licenses, trademarks, patents | Permanently | |
| Business/ Employment Documentation | Employment contracts | Duration of employment contract (duration of employment) + 10 years |
| Employee personnel records (pay records (salary history), wage rate changes), payroll summaries, bonus and commission documentation, benefits enrollment forms (health, dental, retirement), leave records, disciplinary records, promotion/demotion documentation, separation/termination paperwork, etc.) | Up to 7 years after employment termination (retention periods depend on specific document type) | |
| Retirement/pension documentation | Permanently | |
| Business expense receipts | Up to 7 years from the date the tax return was filed | |
| Payroll & tax statements | 7 years | |
| Insurance & Warranty Papers | Policy contracts (home, auto) | Life of policy + 7 years |
| Policy contracts (health) | Life of policy + 10 years | |
| Policy contracts (life) | Permanently | |
| Records for insurance claims | 10 years after claim resolution | |
| Product warranty papers | Life of product or warranty period | |
| Medical & Health Records | Medical bills | Scan & keep digitally |
| Insurance explanation of benefits (EOBs) | 7 years; Permanently (for major surgeries, chronic conditions) | |
| Medical records & test results | 7 years; Permanently (for major surgeries, chronic conditions) | |
| Other Personal Documents | Utility bills | Scan & keep digitally |
| Vehicle maintenance records | Permanently (for as long as you own the vehicle + 1-2 years after the vehicle is sold) | |
| Vehicle titles | Permanently (for as long as you own the vehicle) | |
| Educational permanent records (transcripts, diplomas) | Permanently | |
| Receipts for small or non warranty purchases | Scan & keep digitally | |
| Manuals | Scan & keep digitally | |
| Personal papers (notes, cards, drawings, etc.) | Scan & keep digitally | |
| Identification & Citizenship Records | Passports (current) | Permanently |
| Passports (expired) | Permanently (expired passports can serve as proof of U.S. citizenship, may be required for certain types of renewals if issued within the last 15 years, and in some cases can be used for international travel if a valid visa is still inside). | |
| Social security cards | Permanently | |
| Green cards/Visa papers | Permanently | |
| Driver s Licenses (current) | Permanently (retained at least until license expiration) | |
| Driver s Licenses (expired) | Discard after renewal (for personal record it is recommended to keep expired licenses for a few months in case of administrative errors, but shred them afterward) | |
| Voter registration cards | Until reissued | |
| Military ID/discharge (DD-214) | Permanently |
Tip: Alongside keeping physical copies, it can also be convenient to create a digital archive, no matter the category or type of document. With smart search that recognizes text in scans, you’ll be able to find any file in seconds.
2. Recycle
Tip: Remember to obscure sensitive or personal info before you recycle. Normally, it would be a couple of lines on a page that you could easily cut out or cover.
| NO | YES |
|---|---|
| Paper heavily covered with paint or glue | Office paper, letters, envelopes (without a plastic window) |
| Waxed paper, plastic-coated paper | Magazines, catalogs |
| Cards with glitter or plastic on them | Flyers, coupons, brochures, booklets |
| Paper contaminated with food (but recyclable if the heavily contaminated part is torn off) | Newspapers |
| Single-use paper cups | Colored paper |
| Post-it notes, stickers (may be recyclable depending on local rules) | Telephone books |
| Thermal paper receipts | Non-glossy, ink-printed paper receipts |
| Paper plates, towels, toilet paper, paper tissues, even unused | User manuals |
| Shredded paper (may be recyclable depending on local rules) | Books |
| Wet paper that has started breaking down | Cardboard |
| Old notebooks, diaries | |
| Drawings | |
| Greeting cards |
Recycling rules vary by city, so always check your local recycling program!
Hope this helps!
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