Should You Shred or Store Old Documents in San Jose?

Here at Shredlogix, we get this question a lot-from homeowners with boxes of paperwork in the garage to business owners trying to decide what to do with years of archived files: "Should I shred these documents or keep them in storage?" If you’re based in San Jose or anywhere in the Bay Area, this is more than just a space issue-it’s about compliance, security, and peace of mind.



Let’s walk you through it.

What Kind of Documents Are We Talking About?

Not all paperwork is created equal. Some documents are essential to keep on hand, others you can digitize, and some-well, they just need to go.

You might be looking at:

• Tax records from your business or personal returns
• Employee files or payroll info
• Bank statements and invoices
• Medical records or client information
• Old contracts and lease agreements

The problem is that these documents often contain sensitive information. And if you’re like most people or businesses we help, you probably have no idea which ones to keep, shred, or digitize.

How Long Should You Store Documents?

This varies depending on the type of document and your industry. But here’s a quick cheat sheet:

• Tax records should typically be kept for 7 years.
• Employment and HR files are usually stored for 4 to 7 years, depending on your internal policies and legal requirements.
• Client contracts should be retained for the length of the contract plus an additional 3 years for liability protection.
• Bank statements are generally safe to keep for 1 to 2 years unless needed for tax or audit purposes.
• Utility bills and receipts can be discarded after 1 year, unless they're being used as deductions or for reimbursement.
• Medical records should be stored for at least 6 years, especially if you're in healthcare or handle patient data.
  

Signs It’s Time to Shred

Still on the fence? Here are some clear indicators it’s time to let go:

• You’ve Passed the Legal Retention Period

If you’ve kept it longer than required and there’s no reason to hang on, it’s time to shred.

• You’ve Gone Digital

Many Bay Area businesses are moving to cloud storage. If your files are already scanned and securely stored, the hard copies may be unnecessary.

• It’s Outdated or Irrelevant

Old drafts, expired policies, outdated pricing sheets-these are shred-worthy.

• It Contains Personal or Financial Info

Even if you think you’re being safe by boxing it up in storage, unsecured documents are a data breach waiting to happen. 

We’ve had clients call us after a scare-like discovering a storage unit was broken into or damaged by water. It’s a gut-punch when you realize sensitive information might’ve been exposed. That’s why we always say: if you don’t absolutely need it and it contains private data, shred it securely.

Why Shredding Is a Smart Move

You already know shredding saves space, but it also protects your brand, your reputation, and your clients.

• It Reduces Legal and Compliance Risks

In California, we’re governed by strict privacy laws like the CCPA (California Consumer Privacy Act). If your company mishandles personal information-even unintentionally-you could face steep penalties.

• It Gives You Peace of Mind

There’s something satisfying about watching a bin of sensitive files go through our mobile shredding truck. It’s closure-literally.

• It’s Environmentally Friendly (When You Work With Us)

At Shredlogix, every piece of shredded paper is recycled responsibly. So you're not just protecting your data-you're doing your part for the planet.

When You Should Store Instead

There are times when storing makes more sense:

• You're still within a required retention window
• You’re preparing for an audit or legal review
• You need quick access to originals (and don’t have them digitized)
• The cost of re-creating or recovering the information would be high

Just make sure stored documents are secure-locked cabinets, climate-controlled storage, or encrypted digital files.

What Businesses Are Doing in the Bay Area

From Fremont to Palo Alto, businesses are balancing shredding and storage based on their workflows. The key is having a process-and that’s where we come in.

How Shredlogix Can Help

We’re not just here to shred-we’re here to help you make smart decisions about document retention and security. Here’s what we offer:

• Free consultations to review what should be shredded vs. stored
• One-time and recurring shredding plans
• On-site and off-site shredding services across San Jose and the Bay Area
• Certificate of Destruction after every job

Our mobile shredding trucks serve clients in San Jose, Mountain View, Cupertino, Redwood City, and beyond.

Frequently Asked Questions

• Do I need to remove staples or paperclips?

Nope! Our industrial shredders handle them just fine.

• Can I watch the shredding happen?

Yes, especially with our on-site service. You’ll see everything shredded right in front of you.

• What happens to the shredded paper?

We recycle it. Everything is securely baled and sent to paper mills.

• Can you help us with a document purge?

Absolutely. We love helping businesses do a clean sweep.

Final Thoughts

If you're drowning in paper and unsure what to keep or shred, you're not alone. Our clients all start in the same place-boxes full of uncertainty. But with a little guidance and a trusted shredding partner, you can declutter, stay compliant, and protect your business.

Need help sorting it all out?

Get in touch with Shredlogix today. We’ll help you make the right call between shredding and storing-so you can move forward with confidence.