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Digital Conversion and Document Scanning Services in Rochester, NY
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 Rochester, NY 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 Rochester 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 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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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 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.