Oak Lawn

4100 West 76th Street, Chicago, IL 60652

630.681.8670

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About Our Records Management Services in Chicago, IL

Securely store your records near you, and where you're never more than a click away from retrieving critical documents. With Access records management in Chicago:

  • 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 document storage in Chicago.

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Offsite Storage and Secure Document Storage in Chicago, IL

Store physical documents and other media in a highly secure, offsite storage facility near you. Access' secure document storage Chicago 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.

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Chicago, 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 imaging and document scanning 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 data capture and document scanning services ensure consistent classification and indexing—without sacrificing retrievability or security.

Learn More About Our Document Scanning Services and Imaging Solutions

Secure Destruction Services and Document Shredding in Chicago, 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

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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 Chicago, 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.

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:

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