How to scan sensitive documents without leaving a digital trail

Scanning sensitive documents seems simple enough: place the paper on a flatbed, hit a button, and email it to yourself. But if those documents include medical records, your Social Security number, tax returns, or other financial information, you might be putting your identity at risk without realizing it.

In fact, 1 in 4 Americans has experienced identity theft, according to recent identity theft statistics. Improperly scanned and stored documents can give criminals all the personal information they need to steal your identity.

In this post, we’ll walk you through how to scan sensitive documents safely, securely store them, and protect yourself from digital and physical threats alike. Whether you’re organizing your tax forms or digitizing old medical files, this guide will help you stay secure.

1. Use a secure scanning device

The safest way to scan documents is using a personal home scanner; if you're on the go, use the native scanning features within your phone's operating system rather than third-party apps. Avoid public or shared devices whenever possible.

Here’s a quick breakdown of your options:

• Dedicated at-home scanners: These are your best bet for privacy. They typically connect via USB, reducing the risk of accidentally uploading your files to a public cloud or a shared drive.
• Smartphone scanners: Both iOS and Android have built-in scanning features — check the Notes app on iPhone or the Google Drive app on Android. These are safer than third-party scanning apps, which you should avoid unless they are reputable and use end-to-end encryption.
• Libraries: Public libraries often have scanners, but they can pose risks. If you must use them, make sure files are saved to a personal USB, and delete anything stored locally.
• Print shops: Like libraries, these should be a last resort. Ask if the scanner retains files in memory and avoid “scan-to-email” features.

When scanning medical records or other fine-print documents, make sure your scanner supports high resolution to capture every detail. If you’re scanning many documents, batch scanning can save time and reduce the risk of forgetting pages.

2. Choose your storage option

Once you've scanned your documents, the next step is deciding where to store those digital files. Let's take a look at the two most common options and how they compare in terms of security and convenience.

External storage

Storing sensitive files on an encrypted external drive is the most secure option, though it's less convenient since you have to manually transfer your documents to the drive each time.

Encrypted drives often require a PIN, passphrase, or built-in keypad for access. Without the correct code, the files are unreadable. Some options include: Kingston IronKey, Apricorn Aegis, and iStorage diskAshur.

Once saved, stash these drives in secure yet accessible places:

• A security box in a locked closet.
• A fireproof safe.
• A locked cabinet with limited access.

Be aware of regular USBs or external hard drives that are not encrypted. If stolen, scammers can easily plug them into any computer to access your information.

Avoid Bluetooth or Wi-Fi-enabled drives. Use a secure network to help prevent wardriving attacks, where hackers hunt for nearby unsecured devices.

Cloud storage

Another option that may be more convenient is to digitally store sensitive documents in an encrypted cloud folder. However, not all cloud services offer the same level of security.

For maximum security, look for services that offer zero-knowledge encryption (ZKE). This type of encryption scrambles your files into unreadable code on your computer before they're uploaded to the cloud. Only you have the password to unscramble them, so the company storing your files can't peek inside, even if they wanted to.

Some top ZKE options include:

• Sync.com: It’s ZKE-enabled, user-friendly, and has different tiered plans.
• Icedrive: Also uses ZKE and offers a free plan.
• pCloud: An optional encryption add-on that has a lifetime plan.

Popular services like Google Drive and OneDrive may be more convenient if you already have accounts and want easy access across your devices.

While these services have decent encryption, they're not ZKE, which means the service provider can decrypt your files.

3. Dispose of or securely store original documents  

After scanning, either destroy the originals or store them securely, depending on your future needs. Let’s consider what to do in the following cases:

Documents to shred

For old insurance forms or prescriptions, shredding is the safest option, as there’s no need to keep them. When destroying documents, opt for:

• Cross-cut shredders: They cut in multiple directions, making reconstruction extremely difficult.
• Micro-cut shredders: They offer top-tier security but are often pricier.

Documents to keep

For original documents with PII, such as a birth certificate or passport, secure storage is needed. When storing, consider safe places like:

• Fireproof file vaults or safes
• Locked cabinets
• Document organizers in a secure room

Scanning and shredding can also help reduce clutter and your risk of identity theft. If you do scan and shred, just make sure your digital copies are safely encrypted and backed up.

Tips for securely storing important documents

To help keep your digital documents safe and protect your personal information, follow safety measures like limiting access and using trusted apps. Here are some best practices:

• Limit access: Don’t share passwords or “hide” files where others can stumble across them.
• Enable 2FA: Always turn on two-factor authentication for cloud storage accounts.
• Avoid public scanners and networks: These are hotbeds for malware and surveillance.
• Never use unencrypted storage: Whether you use a flash drive or the cloud, encryption should remain a priority.
• Don’t email files to yourself: Instead, use encrypted storage services to transfer and access files securely.
• Disable ‘Scan to Cloud’ features: These are common on home printers and can upload files automatically to unsecured locations.
• Stick to trusted apps: Apps like Adobe Scan have better security than unknown alternatives.
• Invest in identity theft protection: Intentional or not, leaks happen. Help keep your data protected with an identity theft protection service.

Be prepared when sensitive data is stolen

Even if you follow every security tip, things can still go wrong. That’s why it’s smart to have a plan in place. LifeLock can help with these concerns, since it includes alerts for identity threats, identity theft restoration support, and reimbursement for stolen funds (see LifeLock plans for details). 

If your digital or physical documents are ever lost, stolen, or exposed, identity thieves could use them to open credit accounts, file fraudulent tax returns, or worse. With LifeLock, you won’t have to handle it alone.

FAQs

Is an OCR-supported scanner dangerous?

OCR (optical character recognition) scanners are only dangerous if you aren’t careful or misuse them. They translate scanned images into searchable text, so if these files aren’t encrypted, they’re easier for hackers to parse and exploit. Stick with secure storage and encrypted PDFs.

Should I digitally store medical documents?

Yes, but only if you’re doing so securely. Medical record scanning is a common way to reduce clutter and ensure easy access during emergencies. Just be sure to encrypt everything and avoid storing sensitive data in your regular “Downloads” folder.

How can I securely share encrypted files?

Use services that allow password-protected links or expiring URLs, such as pCloud or Sync.com. Avoid email attachments for anything sensitive. Remember, email is easy to intercept.

What’s the most secure scanning app?

Adobe Scan is a trusted option that integrates with other Adobe services and supports encrypted PDF exports as part of their premium features. Just make sure to disable any automatic cloud backups if you’re not using a secure platform.