About Our Services
About Our Records Management Services in Bartlett, IL
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.
Offsite Storage and Document Storage in Bartlett, IL
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.
Bartlett, IL 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.
Secure Destruction Services and Document Shredding in Bartlett, IL
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
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
Learn More About Our Information Management & Governance Solutions
Records Retention and Destruction Regulations in Bartlett, IL
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.
Accounting Records
Auditors' report/Annual financial statements: Permanently
Bank statements and deposit slips: 7 years
Canceled 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, canceled 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 canceled checks for tax payments: Permanently