Student Affairs multi-function devices (printers with scanning capability) are configured to scan documents to a departmental folder called "Scans". These folders are at the root of the Q: drive. Each department has their own folder.
The Q:\Scans folder is meant to be a temporary storage area, an electronic output bin that just holds documents until the person who "printed" / scanned it comes and gets it. Everyone in the department (including student employees) can search and read all of the documents in the Q:\Scans folder.
Leaving copies in the Scans folder is like leaving a copy of everything that you have printed or copied on the office printer/copier for everyone else to peruse when they visit the office printer.
Storing scanned documents in the Q:\Scans folder indefinitely is also like leaving important documents on the printer's output bin instead of filing them in a filing cabinet. They can be lost if someone comes and cleans up.
Do not leave documents in the Q:\Scans folder. Copy the document to your H: drive or if sharing with other department members, copy to a different folder on the Q: drive and then delete the copy from the Q:\Scans folder.