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About Our Records Management Services in Peabody, MA
Securely store your records near you, and where you’re never more than a click away from retrieving critical documents. With Access:
- 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 file storage.
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Offsite Storage and Document Storage in Peabody, MA
Store physical documents and other media in a highly secure, offsite storage facility near you. Access’ 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.
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Peabody, MA 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 scanning and imaging 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 document scanning and data capture services ensure consistent classification and indexing—without sacrificing retrievability or security.
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Secure Destruction Services and Document Shredding in Peabody, MA
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
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Records Retention and Destruction Regulations in Peabody, MA
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.