Fairfield

39 Plymouth Street, Fairfield, NJ 07004

973.287.1300

New Brunswick - NJ

5 Home News Row, New Brunswick, NJ 08901

732.247.3200

More About Our Services

Digital Conversion and Document Scanning Services in Long Island, NY

Proper information management dictates that some physical documents must be stored for years to maintain compliance with state and federal regulations. But most active business documents and legacy records can safely be converted to digital files through document scanning solutions. This approach can help your company better meet the real-time needs of employees and customers alike.

Access’ document scanning services can help:

  • Consolidate information across locations and departments
  • Reduce redundancies and improve document search and retrieval processes
  • Enable secure file sharing wherever and whenever necessary
  • Meet complex regulatory obligations

High-quality document scanning and imaging services can handle digital conversion projects of every size and type. Backfile imaging converts legacy paper documents, microfilm, or microfiche records and media files into a uniform electronic format. Day-forward document scanning converts files to electronic form and integrates them with your existing digital records and business process workflows.

Our document scanning and data capture services ensure consistent classification and indexing without sacrificing retrievability or security. And online document management software makes it fast and easy to find information when it's needed—anytime and anywhere.

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About Our Long Island, NY Integrated Information Management Services

Combine the paper and digital management of your records, documents, and data with the Access Unify suite of technology-powered services. Access Unify allows you to streamline your information management across your organization with leading-edge technology, all with a predictable flat-rate fee.

Access Unify | Active File Service

Evolve the physical and digital management of your records with Active File Service. With industry-leading turnaround times on requested digital file delivery, you can digitally scan the files you need when you need them. Store your actively used paper files in one of our secure storage facilities and receive a digital copy in under 4 hours. The best part: you pay a predictable monthly subscription for the service.

Complete the digitization of your organization’s records and documents at your speed and within budget with Active File Service.

Access Unify | Secure Compliance

Is your organization inundated with legacy record systems and applications that must be retained for compliance? With Access Unify | Secure Compliance, you can retire these expensive legacy systems while automating compliance and record retention requirements. Access will centralize and protect these legacy files, while providing access to legacy records and automatically applying relevant compliance and disposition rules.

Extract and manage the content of your organization’s retired legacy records programs while automating compliance requirements with Access Unify | Secure Compliance.

The Access Unify suite of leading-edge capabilities doesn’t end there. Digitize your mailroom, saving time and valuable office space, with Access Unify | Digital Mailroom. Automate your document classification and indexing with AI Auto-Classification and AI File Indexing.

Future-proof your information management programs with Access Unify's full suite of tech-enabled solutions.

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About Our Long Island Records Management Services

Securely store your records near you, and where you're never more than a click away from retrieving critical documents.

With Access records management services, your business can:

  • Organize both physical and electronic documents
  • Protect your assets across the entire records lifecycle
  • Restrict or grant access to the right employees and stakeholders
  • Maintain full regulatory compliance—no matter your industry
  • Request file pickup or delivery—including 24/7 access for regular or urgent retrievals, while maintaining chain of custody protocols
  • Run reports with real-time information on inventory, invoices, and more

Your information management system needs to work at your speed and on your schedule. Access' records management services give you complete control and 24/7 access to manage and govern your secure file storage.

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Offsite Storage and Document Storage in Long Island, NY

Access lets you store and manage your physical documents and other media in a highly secure, offsite storage facility near you. Our records storage facilities are equipped with state-of-the-art security protocols that monitor and protect your records 24 hours a day, 7 days a week.

In addition to our storage solutions for paper documents, we also provide climate-controlled, weather- and fire-protected facilities to keep your multimedia records safe. Improperly stored film, video, x-rays, and tape backups can deteriorate from everyday environmental and handling factors. We can help you keep these vital materials off site and safe in conservation-appropriate environments.

And if that's not secure enough for your business, consider our underground storage vaults—climate-controlled, highly secure facilities located hundreds of feet below ground—to store your business-critical documents and records.

All Access records centers and vaults are PRISM Privacy+ Certified.

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Information Governance and Regulatory Compliance

Records managers face increasingly complex information security policies for both digital documents and paper records. This applies to information throughout your organization stored onsite, offsite, or in the cloud.

Information Governance (IG) is everything having to do with the capture, formation, usage, storage, and deletion of information. Proper information governance keeps your company, employee, and customer information safe, secure, and compliant.

With Access information governance services, you can:

  • Meet and maintain data retention and disposal compliance with relevant laws, policies, and regulations
  • Reduce your risk of fraud, theft, or abuse of customer or company confidential information
  • Limit or eliminate exposure to significant fines, penalties, and legal liabilities
  • Avoid harm to your reputation, trust, and customer loyalty

Partner with us to fine-tune your internal records and information governance policies. Then, ensure your regulatory compliance with laws and policies relevant to your business, such as HIPAA, FACTA, FERPA, GDPR, CCPA, SOX, and GLBA.

Learn More About Our Information Management & Governance Solutions

Records Retention and Destruction Regulations in Long Island, New York

Accounting Records

Accounts payable: 7 years

Accounts receivable: 7 years

Audit reports: Permanent

Chart of accounts: Permanent

Depreciation schedules: Permanent

Expense records: 7 years

Financial statements (annual): Permanent

Fixed asset purchases: Permanent

General correspondence: 3 years

General ledgers and related books: Permanent

Inventory records: 7 years (: Permanent for LIFO System)

Investment trade confirmations: Permanent

Loan payment schedules: 7 years

Purchase orders (1 copy): 7 years

Sales records: 7 years

Tax returns and related tax examination reports: Permanent

Bank Records

Bank statements and reconciliations: 7 years

Canceled or substitute checks: 7 years (: Permanent for real estate purchases and tax payments)

Electronic payment records: 7 years

Corporate Records

Bylaws: Permanent

Business licenses: Permanent

Contracts - major: Permanent

Contracts - minor: Life + 4 Years

Formation / incorporation documents: Permanent

Insurance policies: Life + 3 years (Check with your agent. Liability for prior years can vary)

Leases/mortgages: Permanent

Patents/trademarks: Permanent

Shareholder records and stock transactions: Permanent

Shareholder/partner agreements: Permanent

Tax elections: Permanent

Employee Records

Accident reports and claims: 7 years

Benefit plans: Permanent

Employee files (ex-employees): 7 years

Employment applications: 3 years

Employment taxes: 7 years

Payroll records: 7 years

Pension/profit sharing plans: Permanent

Real Property Records

Appraisals: Permanent

Construction records: Permanent

Deeds: Permanent

Leasehold improvements: Permanent

Lease payment records: Life + 4 years

Real estate purchases: Permanent

New York Legal Document Retention

The New York County Lawyers' Association (NYCLA) Record Retention Policy provides a schedule for business record retention, a policy concerning the disposal of documents no longer governed by NYCLA's record retention guidelines, and procedures for NYCLA's staff to follow to obtain additional information about these policies.

Read the full policy on legal document retention in New York.

Local Government Records Management Guidelines

Many local government agencies also have their own specified records retention schedules. See the full records management and retention schedules used by all local New York government agencies here: New York local records management schedules.

Servicing the following postal codes:

11001, 11002, 11003, 11004, 11005, 11010, 11020, 11021, 11022, 11023, 11024, 11026, 11027, 11030, 11040, 11042, 11050, 11051, 11052, 11053, 11054, 11055, 11096, 11360, 11361, 11362, 11363, 11364, 11365, 11366, 11405, 11411, 11412, 11413, 11419, 11420, 11422, 11423, 11425, 11426, 11427, 11428, 11429, 11430, 11431, 11432, 11433, 11434, 11435, 11436, 11437, 11439, 11451, 11499, 11501, 11507, 11509, 11510, 11514, 11516, 11518, 11520, 11530, 11531, 11542, 11545, 11547, 11548, 11549, 11550, 11551, 11552, 11553, 11554, 11555, 11556, 11557, 11558, 11559, 11560, 11561, 11563, 11565, 11566, 11568, 11569, 11570, 11571, 11572, 11575, 11576, 11577, 11579, 11580, 11581, 11582, 11590, 11596, 11598, 11599, 11690, 11691, 11692, 11693, 11694, 11701, 11702, 11703, 11704, 11705, 11706, 11707, 11709, 11710, 11713, 11714, 11715, 11716, 11717, 11718, 11719, 11720, 11721, 11722, 11724, 11725, 11726, 11727, 11729, 11730, 11731, 11732, 11733, 11735, 11737, 11738, 11739, 11740, 11741, 11742, 11743, 11746, 11747, 11749, 11751, 11752, 11753, 11754, 11755, 11756, 11757, 11758, 11760, 11762, 11763, 11764, 11765, 11766, 11767, 11768, 11769, 11770, 11771, 11772, 11773, 11775, 11776, 11777, 11778, 11779, 11780, 11782, 11783, 11784, 11786, 11787, 11788, 11789, 11790, 11791, 11792, 11793, 11794, 11795, 11796, 11797, 11798, 11801, 11802, 11803, 11804, 11815, 11853, 11901, 11931, 11932, 11933, 11934, 11935, 11940, 11941, 11942, 11946, 11947, 11948, 11949, 11950, 11951, 11952, 11953, 11955, 11956, 11958, 11959, 11960, 11961, 11962, 11963, 11967, 11968, 11969, 11970, 11971, 11972, 11973, 11975, 11976, 11977, 11978, 11980