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:
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. 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.
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. 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 document shredding services and hard drive destruction solutions that keep you safe and maintain all regulatory compliance.
Access can also help 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.
Accounts payable: 7 years
Accounts receivable: 7 years
Audit reports: Permanent
Chart of accounts: Permanent
Depreciation schedules: Permanent
Expense records: 7 years
Financial statements (annual): Permanent
Fixed asset purchases: Permanent
General correspondence: 3 years
General ledgers and related books: Permanent
Inventory records: 7 years (: Permanent for LIFO System)
Investment trade confirmations: Permanent
Loan payment schedules: 7 years
Purchase orders (1 copy): 7 years
Sales records: 7 years
Tax returns and related tax examination reports: Permanent
Bank statements and reconciliations: 7 years
Cancelled or substitute checks: 7 years (: Permanent for real estate purchases and tax payments)
Electronic payment records: 7 years
Business licenses: Permanent
Contracts - major: Permanent
Contracts - minor: Life + 4 Years
Formation / incorporation documents: Permanent
Insurance policiesLife + : 3 years (Check with your agent. Liability for prior years can vary)
Shareholder records and stock transactions
Shareholder/partner agreements: Permanent
Tax elections: Permanent
Accident reports and claims: 7 years
Benefit plans: Permanent
Employee files (ex-employees): 7 years
Employment applications: 3 years
Employment taxes: 7 years
Payroll records: 7 years
Pension/profit sharing plans: Permanent
Construction records: Permanent
Leasehold improvements: Permanent
Lease payment records: Life + 4 years
Real estate purchases: Permanent
The New York County Lawyers’ Association (NYCLA) Record Retention Policy provides a schedule for business record retention, a policy concerning the disposal of documents no longer governed by NYCLA’s record retention guidelines, and procedures for NYCLA’s staff to follow to obtain additional information about these policies.
Read the full policy on legal document retention in New York.
Many local government agencies also have their own specified records retention schedules. See the full records management and retention schedules used by all local New York government agencies here: