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Digital Conversion and Document Scanning Services in San Jose, CA
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.Learn More About Our Scanning and Imaging Solutions
About Our San Jose, CA 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.Learn More About Access Unify
About Our San Jose 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.Learn More About Our Records Management Solutions
Offsite Storage and Document Storage in San Jose, CA
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.
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 San Jose, California
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
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
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