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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.Learn More About Our Scanning and Imaging Solutions
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.Learn More About Access Unify
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.Learn More About Our Records Management Solutions
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.
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.
Auditors' report/Annual financial statements: Permanently
Bank statements and deposit slips: 7 years
- 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
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 canceled checks for tax payments: Permanently