2688 W. Winton Avenue, Hayward, CA, 94545


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About Our Records Management Services in Hayward, 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.

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Offsite Storage and Document Storage in Hayward, 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.

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Hayward, 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.

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Secure Destruction Services and Document Shredding in Hayward, 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

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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

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Records Retention and Destruction Regulations in Hayward, 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

Personnel Records

Fair Labor Standards Act and Equal Pay Act

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

Age Discrimination in Employment Act of 1967

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

Civil Rights Act of 1964 (Title VII), Federal Discrimination Law

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

Immigration Reform and Control Act of 1986

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

Americans with Disabilities Act

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

Family and Medical Leave Act

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

Occupational Safety and Health Act

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

State Personnel Records

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

Wages, Hours and Working Conditions

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

Fair Employment and Housing Act (Discrimination in Employment)


Employers of five or more workers must preserve any and all:

  • job applications, resumes and job inquiries sent to the employer
  • employment referral records and applicant identification records
  • all payroll records, including individual employee wage records, name, employee number, address, age, sex, occupation, time and day the work week begins, regular hourly rate, hours worked each day and total weekly hours
  • daily or weekly straight-time earnings, deductions or additions to wages, wages paid each pay period, date of payment and period covered by payment
  • employee wage records
  • employee personnel files
  • help-wanted ads
  • job descriptions
  • job opening notices for opportunities for training and promotion
  • records of overtime
  • retirement and pension plans
  • seniority and merit system descriptions.

Retention: Three Years

Discrimination in Employment on Basis of Sex

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

Workers' Compensation Benefits

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

Healthy Workplaces Healthy Families Act of 2014

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

Fair Chance Act ("Ban the Box")

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

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

Servicing the following postal codes:

94545, 94540, 94543, 94557, 94541, 94580, 94544, 94587, 94579, 94542, 94578, 94555, 94577, 94546, 94603, 94552, 94536, 94560, 94621, 94605, 94537, 94065, 94502, 94404, 94063, 94613, 94538, 94619, 94583, 94601, 94401, 94064, 94303, 94403, 94588, 94568, 94497, 94025, 94070, 94026, 94602, 94002, 94606, 94501, 94301, 94539, 94302, 94309, 94402, 94586, 94027, 94061, 94570, 94575, 94526, 94610, 94011, 94556, 94582, 94516, 94566, 94128, 94617, 94604, 94614, 94620, 94622, 94623, 94624, 94649, 94659, 94660, 94661, 94666, 94010, 94305, 94612, 95002, 94043, 94615, 94611, 94306, 94089, 94035, 94607, 94030, 94304, 94083, 94618, 94124, 94609, 94563, 94506, 94595, 94662, 94528, 94507, 94080, 94608, 94041, 95134, 94005, 94023, 94039, 94042, 94040, 94705, 94134, 94066, 94085, 94549, 94107, 94158