105 Commerce Drive, Suite 600, Aston, PA 19014



5 Chelsea Parkway, Boothwyn, PA 19061


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Digital Conversion and Document Scanning Services in Philadelphia, PA

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 Philadelphia, PA 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.

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About Our Philadelphia 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 Philadelphia, PA

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.

Learn More About Our Information Management & Governance Solutions

Records Retention and Destruction Regulations in Philadelphia, Pennsylvania

General Pennsylvania Retention Schedule

  • Benefit, Pension & Profit Sharing Plan Documents
  • Bills of Sale
  • Bookkeeping/Financial Records
    • Audit Reports
    • Canceled Checks (major purchases/payments)
    • Chart of Accounts
    • Financial Statements (year end)
    • Fixed Assets & Depreciation Records
  • Business Licenses & Permits
  • Business Organizational Documents
    • Corporate Articles & Bylaws
    • Corporate Minutes, Resolutions & Consents (Directors & Shareholders)
    • Corporate Stocks & Shareholder Records
    • Corporation Bureau Filings
      • LLP Registration
      • LLC Certificate of Organization
    • Fictitious Name Registration
    • Partnership Agreements
    • Operating Agreements
  • Contracts & Leases (current)
  • Correspondence – Significant (e.g. Legal, Tax)
  • Insurance Records & Policies (current/ in force)
  • Loan Documents (current)
  • Patent & Copyright Filings
  • Personnel Files (active employees)
  • Real Estate & Building Records
    • Appraisals
    • Blueprints Plans
    • Building/Zoning/Occupancy Permits
    • Deeds
    • Mortgages
  • Tax Records & Information
    • EIN/TIN Applications
    • Income Tax Return & Schedules
    • Informational Returns & IRS Filings
    • Subchapter "S" Elections Forms
    • Tax Examination Reports
    • W-2 Forms
  • Trademark & Service Mark Registrations
  • Accounting Journals
  • Accounts Payable & Receivable Ledgers
  • Bank Statements
  • Canceled Checks (general purchases/payments)
  • Charitable Donation Information
  • Contracts & Leases (canceled/terminated)
  • Customer & Vendor Records
    • Invoices
    • Purchase Orders & Vouchers
  • Detailed General Ledger
  • Electronic Payment Records
  • Employment Tax Returns
  • Employee Records
    • Expense Report
    • Personnel Files (terminated employees)
    • Safety Records
    • Time Records & Payroll Summaries
    • Wage Garnishment Reports
    • Workers’ Compensation Reports
  • Expense Documentation (e.g. Travel/Entertainment)
  • Insurance Records & Policies (expired/settled claims)
  • Inventory Records
  • Loan Documents (canceled/paid off)
  • Sales & Use Tax Returns
  • Sales/Revenue Records
  • Employment Applications
  • Correspondence – General
  • Internal Audit Reports
  • Petty Cash Records
  • Bank Reconciliations
  • Business Notes & Memoranda
  • Deposit Slips
  • Shipping/Receiving Reports
  • Material Purchase Records

Pennsylvania Electronic Records Retention

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.

Employment Records Retention

Child Labor Covered employers

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).

Equal Pay Covered employers

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).

Health and Safety Covered employers

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.

Apprenticeship Covered employers

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.

Public Contracts Covered employers

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.

Unemployment Compensation Covered employers

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.

Wage and Hour Covered employers

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.

Workers' Compensation Covered employers

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.

Records Maintenance and Use

All records, regardless of format, must be identified and maintained in accordance with general and agency-specific records retention and disposition schedules.

Inactive Records Storage

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.

Servicing the following postal codes:

19019, 19092, 19093, 19099, 19101, 19102, 19103, 19104, 19105, 19106, 19107, 19108, 19109, 19110, 19111, 19112, 19113, 19114, 19115, 19116, 19118, 19119, 19120, 19121, 19122, 19123, 19124, 19125, 19126, 19127, 19128, 19129, 19130, 19131, 19132, 19133, 19134, 19135, 19136, 19137, 19138, 19139, 19140, 19141, 19142, 19143, 19144, 19145, 19146, 19147, 19148, 19149, 19150, 19151, 19152, 19153, 19154, 19155, 19160, 19161, 19162, 19170, 19171, 19172, 19173, 19175, 19176, 19177, 19178, 19179, 19181, 19182, 19183, 19184, 19185, 19187, 19188, 19190, 19191, 19192, 19193, 19194, 19195, 19196, 19197, 19244, 19255