Bartlett

1200 Humbracht Circle, Bartlett, IL 60103

630.681.8670

Oak Lawn

4100 West 76th Street, Chicago, IL 60652

630.681.8670

McCook

9220 West 55th Street, McCook, IL 60525

312.508.4693

About Our Services

Illinois 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

Your information management system needs to work at your speed and on your schedule. Our records management platform, FileBRIDGE Records, gives you complete control and 24/7 access to manage and govern your secure file storage. This easy-to-use online tool empowers you to have your records picked up, delivered, and stored with the click of a button.

  • Search and select files across all types of records
  • Request file pickup or delivery—including 24/7 access for regular or urgent retrievals, while maintaining chain of custody protocols
  • Order new materials like empty boxes, file folders, labels, or media tapes
  • Run reports with real-time information on inventory, invoices, and more

Offsite Storage and Document Storage in Illinois

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 offsite 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.

Illinois Digital Conversion and Document Scanning Services

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. This approach can help your company better meet the real-time needs of employees and customers alike.

  • 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 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 scanning converts documents 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.

Document Shredding Services and Secure Destruction in Illinois

Your data security is worth more than a shredder you get at the store. Your company's sensitive data, employees' private information, and customer records demand a certified, secure destruction and paper shredding service. That's why we provide document shredding and hard drive destruction solutions that keep you safe and maintain all regulatory compliance.

Our secure shredding services go beyond paper shredding:

  • Shred documents thoroughly
  • Destroy electronic media completely
  • Clear valuable office space
  • Align with your retention policies
  • Support green initiatives
  • On-site and mobile shredding services

Ensure the legal and compliant destruction of your media files by partnering with a vendor you can trust.

  • Total destruction of computer hard drives / CPUs
  • Computer hard drive destruction and CPU destruction details logged
  • All HD/CPU destruction services take place within 3 business days of receipt
  • All hard drive destruction processes meet NAID certification requirements
  • Certificate of destruction or work order receipt provided

We offer witnessed shredding and destruction services for customers looking for additional proof of protection.

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 and law or policy relevant to your business, such as HIPAA, FACTA, FERPA, GDPR, CCPA, SOX, and GLBA.

Records Retention and Destruction Regulations in Illinois

Cook County Local Records Commission Rules (44 Ill Admin Code Title PART 4500)

This document outlines all local records management rules and regulations within Cook County and the greater Chicago region.

Read the full code.

Accounting Records

Auditors’ report/Annual financial statements: Permanently

Bank statements and deposit slips: 7 years

Cancelled checks:

  • Fixed assets: Permanently
  • Taxes (payroll-related): 7 years
  • Taxes (income): Permanently
  • General: 7 years
  • Payroll: 7 years

Cash disbursements: Permanently

Cash receipts journal: Permanently

Chart of accounts: Permanently

Deeds, mortgages, bills of sale: Permanently

Electronic payment records: 7 years

Employee expenses reports: 7 years

Fixed asset record (invoices, cancelled checks, Depreciation schedules): Permanently

Freight bills and bills of lading: 7 years

General journal: Permanently

General ledger: Permanently

Inventory listings and tags: 7 years

Invoices: sales to customers/credit memos: 7 years

Patent/trademark and related papers: Permanently

Payroll journal: 7 years

Production and sales reports: 7 years

Purchases: 7 years

Purchase journal: Permanently

Purchase orders: 7 years

Sales or work orders: 7 years

Subsidiary ledgers (accounts receivable, accounts payable, equipment): 7 years

Time cards and daily time reports: 7 years

Training manuals: Permanently

Trial balance – year end: Permanently

EMPLOYEE BENEFIT PLAN RECORDS

Actuarial reports: Permanently

Allocation and compliance testing: 7 years

Brokerage/Trustee statements supporting: 7 years

Financial statements: Permanently

General ledger and journals: Permanently

Information returns (Form 5500): Permanently

Internal Revenue Service/Department of Labor: Permanently

Participant communications related to distribution: 7 years

Plan and trust agreements: Permanently

INSURANCE RECORDS

Accident reports and settled claims: 6 years after settlement

Fire inspection and safety reports: 7 years

Insurance policies (still in effect): Permanently

Insurance policies (expired): 7 years

LEGAL DOCUMENTS

Articles of Incorporation and Bylaws: Permanently

Buy-sell agreements: Permanently

Contracts and leases (still in effect): Permanently

Contracts and leases (expired): 7 years

Employment agreements: 7 years

Legal correspondence: Permanently

Minutes: Permanently

Partnership agreements: Permanently

Stock certificates and ledgers: Permanently

PERSONNEL RECORDS

Child labor certificates and notices: 3 years

Employment application (from date of termination): 2 years

Employment eligibility verification (I-9 Form): 3 years

Help wanted ads and job opening notices: 2 years

Personnel files (from date of termination): 4 years

Records of job injuries causing loss of work: 5 years

Safety: chemical and toxic exposure records: 30 years

Union agreements and individual employee contracts (from date of termination): 3 years

TAX RECORDS

IRS adjustments: Permanently

Payroll tax returns: 7 years

Property basis records: Permanently

Sales and use tax returns: Permanently

Tax return and cancelled checks for tax payments: Permanently