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 records management services, your business can:
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.
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 offsite 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.
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:
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.
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:
Ensure the legal and compliant destruction of your media files by partnering with a vendor you can trust.
We offer witnessed shredding and destruction services for customers looking for additional proof of protection.
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:
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.
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: