Scanning and Shredding Services: Top 5 Picks in the U.S.

Have you run out of space in your filing cabinets, or do you have stacks of paper piling up on your desk? If so, it's time to scan and shred your documents so that you can free up some office space.

What are the best document scanning and shredding services?

Here are the services we have found to be the best in the US.

1. Shoeboxed - best 2-in-1 DIY or service scanner

Shoeboxed is the best 2-in-1 scanning service.

Shoeboxed has been voted as the best receipt scanner app for tax season by Hubspot and given the Trusted Vendor and Quality Choice awards by Crozdesk.

Shoeboxed is the best scanning service because it offers something the other services don't.

Mobile app for on-the-go scanning

As the only scanning service that offers both DIY scanning options and a convenient mail-in service, Shoeboxed provides flexibility and convenience to its users.

Shoeboxed provides a mobile app for scanning and accessing documents while on the go.

The Shoeboxed mobile app lets users scan, digitize, categorize, and upload their receipts or documents while on the go. Users can snap a picture of the receipt with their phone's camera and upload it directly into their Shoeboxed account. The app also allows users to access their documents from anywhere for instant access.

The unique thing about Shoeboxed is its Magic Envelope.

Shoeboxed offers a mail-in service for users who prefer to avoid scanning documents. Users can send their paper documents in prepaid envelopes provided by Shoeboxed. The Shoeboxed team will then scan and human-verify the documents on their behalf, uploading them to the user’s online account.

The Magic Envelope can be conveniently kept on your car's dashboard, purse, or briefcase. It can be filled with receipts as expenses occur, such as gas, meals, etc., so that no receipt falls through the cracks.

Shoeboxed digitizes receipts, resulting in less clutter.

Tracking paper receipts or any other documents can be challenging and lead to clutter. Shoeboxed enables users to declutter their workspace by scanning and digitizing their receipts.

Comprehensive receipt and expense management

Shoeboxed saves you time and money.

Not only does Shoeboxed scan and digitize documents, but it also simplifies reimbursements, expense reports, tax prep, and audits. Shoeboxed automatically organizes scanned receipts into 15 tax or custom categories for expense management and generates detailed reports with receipt images attached.

Shoeboxed is the only receipt scanner app that will handle both your paper receipts and your digital receipts—saving customers up to 9.2 hours per week from manual data entry!

Seamless integration with accounting software

Shoeboxed imports expense data by integrating with other tools you already use to maintain consistency across all platforms.

Shoeboxed integrates with popular accounting software such as QuickBooks and Xero so that users can automatically sync their scanned receipts with their preferred accounting systems.

Pros:

• Easy-to-use interface for document scanning and digital files

• High accuracy in scanning and data extraction

• Convenient mobile app for document scanning

• Transforms physical documents into searchable, editable digital files

• Digital documents free up office space

• Excellent customer service

Cons:

• Dependent on Internet access

2. Shred-it - best shredding service for medical records

Shred-it has some unique features.

Shred-it made the list for its medical records management due to its hard drive and certified document destruction.

Compliance with regulations

Shredding ensures documents with sensitive information are securely disposed of, eliminating the risk of data breach. Shred-it helps businesses comply with data protection and privacy regulations, such as HIPAA for healthcare information and FACTA for consumer information.

Certificate of Destruction

After documents are shredded, Shred-it provides a Certificate of Destruction to demonstrate their commitment to data security and privacy, proving that the documents were securely destroyed.

Hard drive and E-media destruction

In addition to paper shredding, Shred-it offers destruction services for hard drives and other electronic media.

Pros:

• High-security standards to protect sensitive information

• Compliance with various regulations

• Flexible service options to shred documents

• Nationwide coverage

Cons:

• It can be more expensive than its competitors.

• Some customers report scheduling issues

3. PostalAnnex - best one-stop shredding and scanning service

PostalAnnex is a service that does both shredding and scanning.

PostalAnnex made the list for its one-stop shredding and document scanning services.

Comprehensive range of services

PostalAnnex offers various services such as mailbox rental, mail forwarding, packing and shipping, faxing, copying, and notary public services.

Flexible service options

PostalAnnex provides flexible service options, from a one-time shredding service to regular document management.

Pros:

• Handles the entire process of managing old documents, from a scanning service to shredding.

• Can deliver scanned files

• Affordable pricing for essential services

• Suitable for small businesses and individuals

Cons:

• Limited scalability for larger businesses

• Variable service quality depending on location

4. Parcel Plus - best shredding and scanning for flexible service options

Parcel Plus offers various services.

Parcel Plus is a top choice for shredding and scanning services due to its comprehensive suite of services and flexible service options.

Comprehensive suite of services

ParcelPlus offers a broad range of services beyond scanning and shredding. These include mailbox rental, mail forwarding, packing and shipping, copying, printing, and notary public services.

Flexible service options

ParcelPlus offers flexible service options to cater to its customers' diverse needs. Whether you require a one-time shredding service, regular document management, or other office services, ParcelPlus can tailor its offerings to meet your specific requirements.

Pros:

• A comprehensive range of services

• Can deliver scanned files as an email file attachment

• Affordable pricing for essential services

• Suitable for small businesses and individuals

Cons:

• Limited scalability for larger businesses

• Service quality may vary by location

5. SecureScan - best scanner and shredder service for regulated industries

SecureScan specializes in regulated industries.

SecureScan is recognized as one of the top medical records scanning and shredding services in the US due to its advanced security measures, comprehensive service offerings, and specialized solutions tailored for sensitive and regulated industries.

HIPAA compliance for healthcare documents

One of SecureScan’s standout features is its compliance with HIPAA regulations, making it an ideal choice for healthcare providers and organizations that handle protected health information (PHI).

A comprehensive range of services

SecureScan offers services such as document scanning and imaging, secure shredding, digital mailroom solutions, and records management.

Pros:

• High-security standards to ensure the confidentiality of scanned documents

• A comprehensive range of services

• HIPAA compliance for healthcare needs

• Advanced digital solutions

Cons:

• Higher costs for premium services

• Service offerings can be complex

Why should businesses use services for scanning and shredding?

Now that we've covered the top picks let's examine why businesses of all sizes can benefit from shredding and scanning services.

Here are several reasons why businesses should consider incorporating these services into their operations:

a. Enhanced efficiency and productivity

• Digitizing paper documents allows for more accessible storage, retrieval, and sharing.

• Digital documents can be indexed and searched quickly.

• Automated processes reduce the need for manual data entry.

• Regular shredding schedules ensure that outdated documents are disposed of promptly, freeing up physical space and organizing the workspace.

• Employees can focus on their core tasks rather than spending time managing and disposing of documents manually.

b. Improved security and compliance

• Digital storage can include encryption and access controls to protect sensitive information.

• Backup and disaster recovery options ensure documents are safe from physical damage or loss.

• Secure shredding processes ensure that confidential and sensitive documents are destroyed completely.

• Compliance with data protection regulations (such as GDPR, HIPAA, and FACTA) is easier to maintain with professional services for shredding.

c. Cost savings

• Reduces the need for physical storage space, such as filing cabinets and storage rooms.

• Minimizes paper usage, printing costs, and manual handling expenses.

• Outsourcing shredding can be more cost-effective than purchasing and maintaining in-house shredding equipment.

• Prevents potential fines and legal costs associated with data breaches and non-compliance.

d. Enhanced document management

• Digitized documents can be easily organized, categorized, and stored.

• Facilitates better collaboration among team members.

• Regular shredding schedules ensure that only necessary documents are retained.

• Reduces the risk of information overload and clutter in physical and digital storage.

e. Disaster recovery and business continuity

• Digitized documents can be backed up and stored in multiple locations.

• Enhances business continuity by providing quick access to critical documents during emergencies.

• Regular shredding of unnecessary documents reduces the records that must be managed during recovery efforts.

f. Scalability and flexibility

• Scanning services can scale with the growth of your business.

• Flexible options to scan various document types.

• Services for shredding offer flexibility in terms of volume and frequency.

Frequently asked questions

How do you know if you need document management services?

If you have difficulty finding documents, your filing cabinets are overflowing, you have employees who work remotely, you need a more efficient workflow, or you have disaster recovery concerns, it's time to look into document management services.

What is the best document scanning service for expense management?

Shoeboxed's advanced OCR technology, mobile app, integration with accounting software, and expense management features make it an efficient service for individuals and businesses looking to streamline their expense management processes.

In conclusion

Whether you're a small business looking to streamline your expense and receipt management or a large corporation needing secure shredding solutions, finding the right service can significantly impact your business operations. An efficient service can save you time, money, and space.

Caryl Ramsey has years of experience assisting in bookkeeping, taxes, and customer service. She uses various accounting software to set up client information, reconcile accounts, code expenses, run financial reports, and prepare tax returns. She is also experienced in setting up corporations with the State Corporation Commission and the IRS.

About Shoeboxed!

Shoeboxed is a receipt scanning service with receipt management software that supports multiple methods for receipt capture: send, scan, upload, forward, and more!

You can stuff your receipts into one of our Magic Envelopes (prepaid postage within the US). Use our receipt tracker + receipt scanner app (iPhone, iPad, and Android) to snap a picture while on the go—auto-import receipts from Gmail. Or forward a receipt to your designated Shoeboxed email address.

Turn your receipts into data and deductibles with our expense reports, including IRS-accepted receipt images.

Join over 1 million businesses scanning & organizing receipts, creating expense reports, and more—with Shoeboxed.

Try Shoeboxed today!