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:
Our records management platform, FileBRIDGE Records gives you complete control and 24/7 access to manage and govern your secure file storage.
Store 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 24/7.
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.
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. Converts 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.
Your data security is worth more than a shredder you get at the store. We provide secure shredding and hard drive destruction solutions that keep you safe and maintain all regulatory compliance.
Ensure the legal and compliant destruction of media files.
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.
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