2863 Broadway Street, Cheektowaga, NY 14227


About Our Services

About Our Rochester, NY 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. Access' 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

Learn More About Our Records Management Solutions

Offsite Storage and Document Storage in Rochester, NY

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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Rochester, NY 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.

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 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.

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Secure Destruction and Records Shredding Services in Rochester, NY

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 Access provides 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

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.

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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.

Learn More About Our Information Management & Governance Solutions

Records Retention and Destruction Regulations in Rochester, New York

Accounting Records

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 Records

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

Corporate Records

Bylaws: Permanent

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)

Leases/mortgages: Permanent

Patents/trademarks: Permanent

Shareholder records and stock transactions: Permanent

Shareholder/partner agreements: Permanent

Tax elections: Permanent

Employee Records

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

Appraisals: Permanent

Construction records: Permanent

Deeds: 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.

We’re proud to serve the following postal codes:

14602, 14603, 14604, 14605, 14606, 14607, 14608, 14609, 14610, 14611, 14612, 14613, 14614, 14615, 14616, 14617, 14618, 14619, 14620, 14621, 14622, 14623, 14624, 14625, 14626, 14627, 14638, 14639, 14642, 14643, 14644, 14646, 14647, 14649, 14650, 14651, 14652, 14653, 14692, 14694