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Digital Conversion and Document Scanning Services in Boston, MA
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 Boston, MA 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.
About Our Boston 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 Boston, MA
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.
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Records Retention and Destruction Regulations in Boston, Massachusetts
Title XV, Chapter 93I, 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
F05-01: System Programs, Applications, and Code Records
Retain while any related business data are retained in the system or on backup media.
F05-02: Systems Maintenance, Monitoring, and Testing Records
Retain 3 years.
F05-03: Website Documentation Records
F05-03 (a): Summary documentation.
Permanent.
F05-03 (b): All other records.
Retain until superseded.
F05-04: Systems Documentation Records
Retain for the life of the system or while related machine readable records exist unless another
system can read the records.
F05-05: Systems Contingency Records
Retain until superseded.
F05-06: Systems Technical Support and Assistance Records
Retain until administrative use ceases. Permission from RCB not required for destruction.
F05-07: Systems and Applications Development Records
Retain for the life of the system.
F05-08: Systems Conversion, Enhancement, and Upgrade Records
F05-08 (a): Final plans, summary reports and substantive materials relating to
major changes.
Retain for the life of the system or while related machine readable records exist unless another system can read the records.
F05-08 (b): All other records.
Retain until administrative use ceases. Permission from RCB not required for destruction.
F06: System Operations 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.