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About Our Records Management Services in Ontario, CA
Securely store your records near you, and where you're never more than a click away from retrieving critical documents. With Access:
- Organize both physical and electronic documents
- Protect your assets across the entire records lifecycle
- Restrict or grant records access to the right employees and stakeholders
- Maintain full regulatory compliance—no matter your industry
Our records management platform, FileBRIDGE Records gives you complete control and 24/7 access to manage and govern your secure file storage.
Offsite Storage and Document Storage in Ontario, CA
Store physical documents and other media in a highly secure, offsite storage facility near you. Access' records storage facilities are equipped with state-of-the-art security protocols that monitor and protect your records 24/7.
We provide climate-controlled, weather- and fire-protected facilities for both paper and multimedia records. Keep film, video, x-rays, and tape backups from deteriorating due to environmental exposure and handling factors.
And if that's not secure enough: Consider underground storage vaults. These facilities are located hundreds of feet below ground to keep your business-critical records safe.
All Access records centers and vaults are PRISM Privacy+ Certified.
Ontario, CA Digital Conversion and Document Scanning Services
Access helps you consolidate information across locations and departments, reduce redundancies, and improve your ability to find what you need by converting your paper documents to digital files.
High-quality scanning and imaging services can handle digital conversion projects of every size and type. Convert legacy records of any media type to electronic ones, and seamlessly integrate new digital documents into existing information management workflows.
Our document scanning and data capture services ensure consistent classification and indexing—without sacrificing retrievability or security.
Secure Destruction Services and Document Shredding in Ontario, CA
Your data security is worth more than a shredder you get at the store. We provide secure document shredding services and hard drive destruction solutions that keep you safe and maintain all regulatory compliance.
- Shred papers and documents thoroughly
- Destroy electronic media completely
- Clear valuable office space
- Support green initiatives
Access can also help ensure the legal and compliant destruction of media files:
- Total destruction of computer hard drives / CPUs, with details logged
- Data destruction services take place within 3 business days
- Meet NAID certification requirements
- Certificate of destruction provided
Information Governance and Regulatory Compliance
Information Governance is everything having to do with the capture, formation, usage, storage, and deletion of information. It keeps your company, employee, and customer information safe, secure, and compliant.
- Meet and maintain data retention and disposal compliance with relevant laws, policies, and regulations like HIPAA, FACTA, FERPA, GDPR, CCPA, SOX, and GLBA
- 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
Learn More About Our Information Management & Governance Solutions
Records Retention and Destruction Regulations in Ontario, CA
Tax Records
Sales and Use Tax Records
Description: If you hold a California seller's permit, you are required to maintain business records to verify that you have properly paid tax. All records pertaining to transactions involving sales or use tax liability must be preserved for a period of no less than four years,
Minimum Retention Period: Four Years
Income Tax Records
Description: The Internal Revenue Service (IRS) generally recommends taxpayers keep their returns and any supporting documentation for three years after the date of filing. However, the IRS can go back further in certain situations. The IRS can go back six years if you've under-reported income by at least 25 percent. The IRS can go back seven years if you claim a loss for bad debt or worthless securities.
Minimum Retention Period: Six to Seven Years
Federal and State Employment Tax Records
Description: Federal law requires employment tax records to be kept for a minimum of four years after the date the tax to which they relate becomes due or is paid, whichever is later. For California, payroll records should also be kept for at least four years. If you believe that you are not a subject employer or you have exempt employees, California requires you to maintain records of payments made to people who provide services to your business for at least eight years in case of an employment tax audit.
Minimum Retention Period: Eight Years
Tax Records
Sales and Use Tax Records
Description: If you hold a California seller's permit, you are required to maintain business records to verify that you have properly paid tax. All records pertaining to transactions involving sales or use tax liability must be preserved for a period of no less than four years,
Minimum Retention Period: Four Years
Income Tax Records
Description: The Internal Revenue Service (IRS) generally recommends taxpayers keep their returns and any supporting documentation for three years after the date of filing. However, the IRS can go back further in certain situations. The IRS can go back six years if you've under-reported income by at least 25 percent. The IRS can go back seven years if you claim a loss for bad debt or worthless securities.
Minimum Retention Period: Six to Seven Years
Federal and State Employment Tax Records
Description: Federal law requires employment tax records to be kept for a minimum of four years after the date the tax to which they relate becomes due or is paid, whichever is later. For California, payroll records should also be kept for at least four years. If you believe that you are not a subject employer or you have exempt employees, California requires you to maintain records of payments made to people who provide services to your business for at least eight years in case of an employment tax audit.
Minimum Retention Period: Eight Years
Permanent Records
It is recommended that employers keep the following records permanently:
- employment applications
- job offer letters
- records of pay changes since date of hire
- benefits or beneficiary designation or changes
- benefit request forms
- performance evaluations
- policy receipts with employee's signature
- all employee training logs
- leaves of absence taken
- notice of union membership and dues deduction
- education records
- termination records and reasons therefor
- exit interviews
- awards to employees
Employee Health Records
COVID-19 contact tracing records requirements
CA Labor Code § 6409.6(a) (effective Jan 1, 2021): Requirement for employers who have been notified about a potential exposure to COVID-19 to maintain records for 3 years of written notifications to employees who were at the same worksite as the individual within the infectious period
Minimum Retention Period: Three Years