More About Our Services
About Our Records Management Services in Cheektowaga, NY
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.
Offsite Storage and Document Storage in Cheektowaga, NY
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.
Cheektowaga, NY 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.
Secure Destruction Services and Document Shredding in Cheektowaga, NY
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
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
Records Retention and Destruction Regulations in Cheektowaga, NY
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
Canceled 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 policies: Life + 3 years (Check with your agent. Liability for prior years can vary)
Shareholder records and stock transactions: Permanent
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
Real Property Records
Construction records: Permanent
Leasehold improvements: Permanent
Lease payment records: Life + 4 years
Real estate purchases: Permanent
New York Legal Document Retention
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.
Local Government Records Management Guidelines
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: New York local records management schedules.