1200 Humbracht Circle, Bartlett, IL 60103


Oak Lawn

4100 West 76th Street, Chicago, IL 60652


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Digital Conversion and Document Scanning Services in Chicago, IL

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.

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About Our Chicago, IL 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.

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About Our Chicago 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.

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Offsite Storage and Document Storage in Chicago, IL

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.

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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 Chicago, 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

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

Servicing the following postal codes:

60601, 60602, 60603, 60604, 60605, 60606, 60607, 60608, 60609, 60610, 60611, 60612, 60613, 60614, 60615, 60616, 60617, 60618, 60619, 60620, 60621, 60622, 60623, 60624, 60625, 60626, 60628, 60629, 60630, 60631, 60632, 60633, 60634, 60636, 60637, 60638, 60639, 60640, 60641, 60642, 60643, 60644, 60645, 60646, 60647, 60649, 60651, 60652, 60653, 60654, 60655, 60656, 60657, 60659, 60660, 60661, 60664, 60666, 60668, 60669, 60670, 60673, 60674, 60675, 60677, 60678, 60680, 60681, 60682, 60684, 60685, 60686, 60687, 60688, 60689, 60690, 60691, 60693, 60694, 60695, 60696, 60697, 60699, 60701, 60706, 60707, 60803, 60804, 60805, 60827