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 and law or policy relevant to your business, such as HIPAA, FACTA, FERPA, GDPR, CCPA, SOX, and GLBA.
Retention Electronic records are subject to the same retention requirements as paper records and are governed by records retention schedules developed by the Records Management Unit in cooperation with individual City departments. (For more on Records Retention Schedules see Procedural Guide to Records Management in the City of Philadelphia). An important consideration is the relationship of electronic records to the paper documents produced from them and the need to coordinate retention for both paper and electronic versions.
See the full Philadelphia electronic records management manual.
All employers with employees under the age of 18 are subject to the recordkeeping requirements.
Required: Employers must keep work permits for each minor employee and keep a record of the issuing school district, the minor's birth date, the date the permit was issued, the permit number, and the minor's occupation (PA Stat. Tit. 43 Sec. 68, Sec. 58.1).
All employers are subject to the recordkeeping requirements.
Required: Employers must make and keep records of employee wages and wage rates, job classifications, and other terms and conditions of employment (PA Stat. Tit. 43 Sec. 336.6).
To be retained: Employers must retain these records for 1 year unless an action is pending in which the records are relevant (PA Admin. Code Tit. 34 Sec. 9.62).
All employers are subject to the recordkeeping requirements.
Required: Employers must have a safety data sheet (SDS) readily available in the workplace for each hazardous substance to which employees may be exposed. Employees have a right to access their own exposure and medical records.
To be retained: Employees' exposure records must be retained for 30 years. Homeworkers Covered employers. All employers are subject to the recordkeeping requirements. Required: Employers must keep records of all homeworkers, including the place where they work, articles or materials furnished by the employer, goods manufactured by homeworkers, the net cash wages received, and the Social Security number and certificate number of each homeworker.
All employers that sponsor apprenticeship programs are subject to the recordkeeping requirements.
Required: Sponsors of apprenticeship programs must keep records of each applicant's qualifications, the basis for selection or rejection of each applicant, interview notes, information regarding the applicant's race and gender, the original application for the apprenticeship program, and all information related to the operation of the apprenticeship program. In addition, employers must maintain a copy of the Affirmative Action Plan at the worksite.
To be retained: Records must be retained for a minimum of 5 years.
All contractors or subcontractors working on a public works project are subject to the recordkeeping requirements.
Required: Employers must keep records of each employee's name, craft, and hourly rate of pay.
To be retained: Records must be retained for a minimum of 2 years.
All employers are subject to the recordkeeping requirements.
Required: Employers must keep records of each employee's name and Social Security number, wage rate, total remuneration for each pay period, location of employment, full-time scheduled hours, daily attendance records, and the date and reason for separation, if applicable.
To be retained: Records must be retained for a minimum of 4 years, except that daily attendance records need not be retained for more than 2 years.
All employers are subject to the recordkeeping requirements.
Required: Employers must keep records of each employee's name, address, ZIP code, hourly rate of pay, occupation, starting and ending work times, daily and weekly hours worked, daily straight-time and overtime wages, total overtime compensation, additions to or deductions from wages, total wages paid, and the dates of each pay period. Employers must also keep special records for tipped employees, students, and learners.
To be retained: Records must be retained for a minimum of 3 years.
All employers are subject to the recordkeeping requirements.
Required: Employers must report all deaths within 48 hours and all injuries resulting in disability of 1 day or more within 7 days. Employers are also required to keep a record of all injuries. The record must contain a description of each accident and injury and the number of days lost as a result.
All records, regardless of format, must be identified and maintained in accordance with general and agency-specific records retention and disposition schedules.
Inactive records must be stored so records are readily retrievable, in facilities that provide a suitable environment to protect them from damage, deterioration, or loss.