About Our Services
Securely store your records near you, and where you’re never more than a click away from retrieving critical documents. With Access:
Our records management platform, FileBRIDGE Records gives you complete control and 24/7 access to manage and govern your secure file storage.
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.
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. Converts 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.
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.
Access can also help ensure the legal and compliant destruction of media files:
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.
Learn More About Our Information Management & Governance Solutions
This document outlines all local records management rules and regulations within Cook County and the greater Chicago region.
Description: Firms with sales of $500, 000 or more, companies engaged in interstate commerce and public agency employees are subject to the provisions of the Fair Labor Standards Act (FLSA). Those with 15 or more employees are subject to the provisions of the California Equal Pay Act of 1963.
Retention: Three Years, Two Years
Description: The Age Discrimination in Employment Act (ADEA) requires that employers of 20 or more workers keep for three years the following: time cards, payroll and other records for each of their employees that contain the employee’s name, address, date of birth, age, sex, occupation, rate of pay, hours worked each day and compensation earned each week, including straight-time earnings, weekly overtime earnings, deductions from or additions to wages, date of payment and the period covered by the payment.
Retention: Three Years
Description: Employers of 15 or more workers are subject to the provisions of the Civil Rights Act of 1964 (Title VII) and are required to “make and keep such records relevant to the determination of whether unlawful employment practices have been or are being committed.”
Retention: One Year
Description: Under the Immigration Reform and Control Act of 1986 (IRCA), all employers are required to keep completed I-9 forms on file for every employee hired after November 6, 1986. These records must be retained for at least three years from the date of hire, or one year after termination, whichever is greater.
Retention: Three Years
Description: Under the Americans with Disabilities Act (ADA), employers are required to keep job applications, resumes and other job inquiries sent to the employer; all payroll records, including individual employee wage records; and employee files, including disciplinary notices, promotions, demotions, discharge, training, tests, physicals, transfer, layoff and recall, job evaluations or any other personnel records for a period of one year after making the record or taking the action described (whichever occurs later).
Retention: One Year
Description: The Family Medical Leave Act (FMLA) and the California Family Rights Act (CFRA) contain similar provisions as to which employers are covered. Unlike the FMLA, the CFRA has no specific recordkeeping provision. However, the general recordkeeping requirements under the Fair Employment and Housing Act (FEHA) apply, including the requirement that employment records be kept for a period of at least three years.
Retention: Three Years
Description: The Occupational Safety and Health Act (OSHA) applies to any employer with at least 10 employees and requires an employer to keep a log of occupational deaths, injuries and illnesses (other than minor injuries requiring only first aid treatment) and a supplemental record of deaths, injuries and illnesses for at least five years. Additionally, an employer must maintain medical records and records of exposure to potentially toxic substances or harmful physical agents for each employee for at least 30 years after the employee has resigned or been terminated.
Retention: Five Years to 30 Years
Description: Employers must maintain a copy of each employee’s personnel records for at least three years after termination of employment, but since wage and hour violations contain a four-year statute of limitations, the employer should retain the employee’s personnel records for at least four years after the employee leaves his employment.
Retention: Four Years
Description: All required records must be in English and in ink or other indelible forms, properly dated, showing the month, day and year and should be kept on file by the employer for at least three years at the place of employment or at a central location within the state of California. An employee’s records should be available for inspection by the employee upon reasonable request.
Retention: Four Years
Description:
Employers of five or more workers must preserve any and all:
Retention: Three Years
Description: Pursuant to California’s Equal Pay Act, California Labor Code Section 1197.5(d), “every employer shall maintain records of the wages and wage rates, job classifications and other terms and conditions of employment of the persons employed by the employer. All of the records shall be kept on file for a period of two years.”
Retention: Two Years
Description: Employers should keep all relevant documents for at least five years after the date of injury, whether the claim is still active or closed. For all closed workers’ compensation claims, the employer should keep the above documents for at least two years from the date the claim closed. For open claims, the employer should keep the listed records for five years from the date of injury or last date for benefit payment, whichever is later.
Retention: Two Years to Five Years
Description: An employer must keep records documenting the hours worked and paid sick days accrued and used by an employee for at least three years. Employers must also allow the Labor Commissioner access to these records. If an employer does not maintain adequate records pursuant to this act it will be presumed that the employee is entitled to the maximum number of hours accruable under this article, unless the employer can show otherwise by clear and convincing evidence.
Retention: Three Years
Description: The Fair Chance Act went into effect on January 1, 2018 and is a California law that generally prohibits employers of more than 5 employees from inquiring into criminal backgrounds of applicants until after a conditional offer of employment is made. Employers cannot conduct any “direct or indirect” activity to gather criminal history from or about any applicant using any form of communication, including on application forms, interviews or Criminal History Reports. Employers must retain job applications and related information for three years.
Retention: Three Years
It is recommended that employers keep the following records permanently:
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