Your archive is years deep. Storage is cheap, but some of these PDFs really are useless. Knowing which to delete vs keep prevents both clutter and accidental loss.
Here's the framework.
Never delete: anything legally required to retain
Tax records (6–7 years in most jurisdictions). Signed contracts (life of contract + 6 years minimum). Employment records (varies, often 6–7 years post-employment). Medical records (decades).
If in doubt, keep. The cost of storage is cheap; the cost of being unable to produce a required record is high.
Delete after retention period: routine business documents
Old draft versions, superseded templates, old marketing material, copies of documents you have elsewhere. Once they've outlived their useful life, delete to reduce clutter.
A quarterly review of old archive content surfaces deletion candidates. Don't delete in bulk; review and delete deliberately.
Delete carefully: anything sensitive
If a PDF contains PII, financial data, or commercially sensitive information, deletion should be deliberate and verified. For sensitive material, use secure deletion that overwrites the file, not just trash-bin deletion.
For cloud-stored PDFs, deletion includes removing from version history (where the cloud provider keeps copies for 30+ days).
The 'no value' test
For ambiguous cases, ask: 'If I needed this in two years, would I miss it?' If yes, keep. If no, delete. Most archive cleanup is in this category — files that are technically still around but provide no future value.
Don't agonise. Storage is cheap; the wrong delete is rare. Default to keep; delete only with clear reason.
FAQ
What if I'm not sure about retention requirements?
Default to keep, especially for tax, contracts, and HR. Consult your accountant or lawyer if you're contemplating bulk deletion of regulated material.
Should I delete sensitive PDFs before deleting the project?
Better: redact sensitivity before archiving (see our 'redact before archiving' article). The archived version is already safe; the project can be deleted without worry.
Can I delete the originals after merging into monthly packs?
After verifying the pack is correct, yes — the originals become redundant. Some users keep originals for 1 year as belt-and-braces; others delete immediately.
What about emails containing the PDF?
Email retention is a separate question. Most legal advice: keep emails for as long as you keep the underlying documents.
Delete with care; keep when in doubt. Manage your archive in Flint and review old content quarterly.