Danvers

249 North Street, Danvers, MA 01923

978.854.6220

Peabody

4 First Avenue, Peabody, MA 01960

978.854.6220

Wilmington

1 Cornell Street Wilmington, MA 01887

978.854.6220

Woburn Corporate Headquarters

500 Unicorn Park Dr, Suite 503, Woburn, MA 01801

877.345.3546

About Our Services

Massachusetts 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

Your information management system needs to work at your speed and on your schedule. Our records management platform, FileBRIDGE Records, gives you complete control and 24/7 access to manage and govern your secure file storage. This easy-to-use online tool empowers you to have your records picked up, delivered, and stored with the click of a button.

  • Search and select files across all types of records
  • Request file pickup or delivery—including 24/7 access for regular or urgent retrievals, while maintaining chain of custody protocols
  • Order new materials like empty boxes, file folders, labels, or media tapes
  • Run reports with real-time information on inventory, invoices, and more

Offsite Storage and Document Storage in Massachusetts

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 offsite 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.

Massachusetts Digital Conversion and Document Scanning Services

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. This approach can help your company better meet the real-time needs of employees and customers alike.

  • 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 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 scanning converts documents 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.

Document Shredding Services and Secure Destruction in Massachusetts

Your data security is worth more than a shredder you get at the store. Your company's sensitive data, employees' private information, and customer records demand a certified, secure destruction and paper shredding service. That's why we provide document shredding and hard drive destruction solutions that keep you safe and maintain all regulatory compliance.

Our secure shredding services go beyond paper shredding:

  • Shred documents thoroughly
  • Destroy electronic media completely
  • Clear valuable office space
  • Align with your retention policies
  • Support green initiatives
  • On-site and mobile shredding services

Ensure the legal and compliant destruction of your media files by partnering with a vendor you can trust.

  • Total destruction of computer hard drives / CPUs
  • Computer hard drive destruction and CPU destruction details logged
  • All HD/CPU destruction services take place within 3 business days of receipt
  • All hard drive destruction processes meet NAID certification requirements
  • Certificate of destruction or work order receipt provided

We offer witnessed shredding and destruction services for customers looking for additional proof of protection.

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 and law or policy relevant to your business, such as HIPAA, FACTA, FERPA, GDPR, CCPA, SOX, and GLBA.

Records Retention and Destruction Regulations in Massachusetts

Title XV, Chapter 92I, Section 2

Section 2. When disposing of records, each agency or person shall meet the following minimum standards for proper disposal of records containing personal information:

(a) paper documents containing personal information shall be either redacted, burned, pulverized or shredded so that personal data cannot practicably be read or reconstructed;

(b) electronic media and other non-paper media containing personal information shall be destroyed or erased so that personal information cannot practicably be read or reconstructed.

Any agency or person disposing of personal information may contract with a third party to dispose of personal information in accordance with this chapter. Any third party hired to dispose of material containing personal information shall implement and monitor compliance with policies and procedures that prohibit unauthorized access to or acquisition of or use of personal information during the collection, transportation and disposal of personal information.

Any agency or person who violates the provisions of this chapter shall be subject to a civil fine of not more than $100 per data subject affected, provided said fine shall not exceed $50,000 for each instance of improper disposal. The attorney general may file a civil action in the superior or district court in the name of the commonwealth to recover such penalties.

F01: Administrative records

F01-01: Blank Forms Stock

F01-01 (a): Hardcopy master set of current and superseded forms.

Permanent.

F01-01 (b): All other materials. Retain until administrative use ceases.

Permission from RCB not required for destruction.

F01-02: Publication Stock

Create and follow a diminishing inventory schedule by publication title and publication date, where stock is reduced each year.

F01-03: Returned Mail

F01-03 (a): Records that need to be accounted for.

Retain 1 year unless otherwise specified by statute.

F01-03 (b): All other records. Retain until administrative use ceases.

Permission from RCB not required for destruction.

F01-04: Dead Letter File

Retain until administrative use ceases. Permission from RCB not required for destruction

F01-05: Unused Permits, Certificates, Decals, and Stickers

F01-05 (a): Unused Permits, Certificates, Decals, and Stickers

Destroy immediately after audit unless otherwise specified by statute.

F01-05 (b): Audit and destruction documentation

Retain 10 years

F01-06: Damaged/Contaminated Files

Retain 10 years

F01-07: Old Records

F01-07 (a): Older than 1870.

Records older than 1870 must be retained permanently by statute.

F01-07 (b): Records older than 50 years.

Review by the Archives to determine if the materials have historical value.

F02: Reference records

F02-01: Reference and Resource Material

Retain until administrative use ceases. Permission from RCB not required for destruction. 

F02-02: Systems Manuals and Technical Reference Materials

Retain until administrative use ceases. Permission from RCB not required for destruction.

F02-03: Referral Resource Files Retain until administrative use ceases.

Permission from RCB not required for destruction. 

 

F03: Facilitative records

F03-01: Information Routing and Tracking Records

F03-01 (a): Related to files that require an audit trail.

Retain according to the retention period for record series of the file.

F03-01 (b): Related to all other files.

Retain until administrative use ceases. Permission from RCB not required for destruction.

F03-02: Transaction Transmission Receipts

Retain until administrative use ceases. Permission from RCB not required for destruction.

F03-03: Drafts and Notes

F03-03 (a): Substantive materials

Retain according to the retention period of the related record series. For example: drafts of policy, legislation, decision-making, legal opinions, and executive level notes may be of historical value to be retained permanently.

F03-03 (b): Non-substantive materials Retain until administrative use ceases.

Permission from RCB not required for destruction.

F03-04: Document Composition Materials

Retain until administrative use ceases. Permission from RCB not required for destruction

F03-05: Stenographers Notes

F03-05 (a): For legal proceedings, official boards and commissions and committee notes.

Retain 1 year and after transcribed.

F03-05 (b): All other records

Retain until administrative use ceases. Permission from RCB not required for destruction.

F04: Media and Formats

F04-01: Electronic Records

Electronic records created, used, or filed for the purposes of agency business are public record as defined by M.G.L. c. 4, § 7(26). No additional paper or other hardcopy or eye-readable copy need be kept except where specifically required by statute, Supervisor of Public Records Bulletin, or agency legal counsel.

F04-02: Micrographic Records

Retain based on the appropriate record series retention period as determined by the content and function of the data.

F04-03: Audio-Visual Tape or Digital Recordings

Retain 1-6 years depending on specific retention subschedule.

F04-04: Photographs, Slides, and Illustrations

Review by the Archives after administrative use ceases.

F04-05: Maps, Drawings, and Plans

Review by the Archives after administrative use ceases.

F05: System Infrastructure records

F06-01: Records Management Records

Permanent.

F06-02: Systems Data Deletion Records

Retain 10 years.

F06-03: System Job Order (Run) Records

Retain 3 years.

F06-04: Systems Intermediate Work Files Records

Retain until administrative use ceases. Permission from RCB not required for destruction.

F06-05: Systems Use Reports

Retain until administrative use ceases. Permission from RCB not required for destruction.

F06-06: System Audit Trail Records

Retain while any related business data are retained in the system or on backup media.

F06-07: Systems Security Records

Retain for the life of the system or while related machine-readable records exist if necessary to help substantiate integrity of the data; otherwise retain until superseded.

F06-08: Data Processing, Verification, and Monitoring Records

Retain 3 years.

F06-09: Systems Training Records

Retain 3 years.

F07: System Data records

F07-01: Data Source Records

Retain source documents until data capture is verified on the electronic record-keeping system

F07-03: Voice Mail Correspondence Files

Retain until administrative use ceases. Permission from RCB not required for destruction.

F07-04: Information Finding Aids, Indexes, and Lists

F07-04 (a): Superseded copies.

Retain until administrative use ceases. Permission from RCB not required for destruction. 04/20/18

F07-04 (b): All other records.

Retain as long as related records exist.

F07-05: Database Content Records

Retain based on the appropriate record series retention period as determined by the content and function of the data.

F07-06: Website Content Records

F07-06 (a): Official public announcements and notifications.

Retain 3 years.

F07-06 (b): Contract related matters.

Retain 6 years from contract close.

F07-06 (c): Publications

Permanent.

F07-06 (d): All other web content.

Retain based on the appropriate record series retention period as determined by the content and function of the data.

F07-07: Legacy Data Records

Retain data based on applicable record series. Where record series is unidentified such as for a defunct and closed record series submit records to the Archives to determine proper retention periods and to determine if reformatting is necessary to assure proper preservation of the data for the duration of the retention periods.

F07-08: Retrospective Data Conversion Source Records

Retain original source materials until verified as complete and legible on new system formats.

F07-09: Data “Archival” Storage Records

Retain based on the appropriate record series retention period as determined by the content and function of the data.

F07-10: Data Backup Records

Retain media and data based on a backup system schedule.