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 records management services, your business can:
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.
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.
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.
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.
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:
Ensure the legal and compliant destruction of your media files by partnering with a vendor you can trust.
We offer witnessed shredding and destruction services for customers looking for additional proof of protection.
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:
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.
This document outlines all local records management rules and regulations within Cook County and the greater Chicago region.
Auditors’ report/Annual financial statements: Permanently
Bank statements and deposit slips: 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
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
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
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
Partnership agreements: Permanently
Stock certificates and ledgers: Permanently
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
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