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About Our Records Management Services in Beaumont, TX
Securely store your records near you, and where you're never more than a click away from retrieving critical documents. With Access:
- Organize both physical and electronic documents
- Protect your assets across the entire records lifecycle
- Restrict or grant records access to the right employees and stakeholders
- Maintain full regulatory compliance—no matter your industry
Our records management platform, FileBRIDGE Records gives you complete control and 24/7 access to manage and govern your secure file storage.
Offsite Storage and Document Storage in Beaumont, TX
Store physical documents and other media in a highly secure, offsite storage facility near you. Access' records storage facilities are equipped with state-of-the-art security protocols that monitor and protect your records 24/7.
We provide climate-controlled, weather- and fire-protected facilities for both paper and multimedia records. Keep film, video, x-rays, and tape backups from deteriorating due to environmental exposure and handling factors.
And if that's not secure enough: Consider underground storage vaults. These facilities are located hundreds of feet below ground to keep your business-critical records safe.
All Access records centers and vaults are PRISM Privacy+ Certified.
Beaumont, TX Digital Conversion and Document Scanning Services
Access helps you consolidate information across locations and departments, reduce redundancies, and improve your ability to find what you need by converting your paper documents to digital files.
High-quality scanning and imaging services can handle digital conversion projects of every size and type. Convert legacy records of any media type to electronic ones, and seamlessly integrate new digital documents into existing information management workflows.
Our document scanning and data capture services ensure consistent classification and indexing—without sacrificing retrievability or security.
Secure Destruction Services and Document Shredding in Beaumont, TX
Your data security is worth more than a shredder you get at the store. We provide secure document shredding services and hard drive destruction solutions that keep you safe and maintain all regulatory compliance.
- Shred papers and documents thoroughly
- Destroy electronic media completely
- Clear valuable office space
- Support green initiatives
Access can also help ensure the legal and compliant destruction of media files:
- Total destruction of computer hard drives / CPUs, with details logged
- Data destruction services take place within 3 business days
- Meet NAID certification requirements
- Certificate of destruction provided
Information Governance and Regulatory Compliance
Information Governance is everything having to do with the capture, formation, usage, storage, and deletion of information. It keeps your company, employee, and customer information safe, secure, and compliant.
- Meet and maintain data retention and disposal compliance with relevant laws, policies, and regulations like HIPAA, FACTA, FERPA, GDPR, CCPA, SOX, and GLBA
- 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
Learn More About Our Information Management & Governance Solutions
Records Retention and Destruction Regulations in Beaumont, TX
Section 7.164 - Required Minimum Storage Conditions for Permanent Records
(a) Permanent records shall be stored under conditions that meet the requirements of this section.
(b) Records shall be stored in a manner that complies with the following:
(1) offers protection from fire, water, steam, structural collapse, unauthorized access, theft, and other similar hazards; and
(2) does not expose records to direct sunlight.
(c) Records or storage boxes shall not be stored in contact with the floor.
(d) Records stored in a building or storage area constructed after the effective date of this section shall be protected by an operational fire detection system or the facility must be in compliance with local fire codes.
(e) Records shall not be stored in any area of a building or storage area constructed after the effective date of this section that is located in a 100-year flood plain area, as established by the U.S. Geological Survey at the time of the construction of the building, unless the floor of said area is at least five feet above the 100-year flood level.
Texas Business and Commerce Code Section 521.052
Sec. 521.052. BUSINESS DUTY TO PROTECT SENSITIVE PERSONAL INFORMATION.
(a) A business shall implement and maintain reasonable procedures, including taking any appropriate corrective action, to protect from unlawful use or disclosure any sensitive personal information collected or maintained by the business in the regular course of business.
(b) A business shall destroy or arrange for the destruction of customer records containing sensitive personal information within the business's custody or control that are not to be retained by the business by:
(2) erasing; or
(3) otherwise modifying the sensitive personal information in the records to make the information unreadable or indecipherable through any means.
(c) This section does not apply to a financial institution as defined by 15 U.S.C. Section 6809.
(d) As used in this section, "business" includes a nonprofit athletic or sports association.
Texas Business and Commerce Code
Sec. 72.002. DESTRUCTION OF CERTAIN BUSINESS RECORDS.
(a) A business record required to be retained by a law of this state may be destroyed at any time after the third anniversary of the date the business record was created.
(b) Subsection (a) does not apply if a law or rule applicable to the business record prescribes a different retention period or procedure for disposal.
Sec.72.003. RETENTION OF REPRODUCTION OF BUSINESS RECORDS.
A law of this state that requires retention of a business record is satisfied by retention of a reproduction of the original record.
Sec. 72.004. DISPOSAL OF BUSINESS RECORDS CONTAINING PERSONAL IDENTIFYING INFORMATION.
(a) This section does not apply to:
(1) a financial institution as defined by 15 U.S.C. Section 6809; or
(2) a covered entity as defined by Section 601.001 or 602.001, Insurance Code.
(b) When a business disposes of a business record that contains personal identifying information of a customer of the business, the business shall modify, by shredding, erasing, or other means, the personal identifying information so as to make the information unreadable or indecipherable.
(c) A business is considered to comply with Subsection (b) if the business contracts with a person engaged in the business of disposing of records for the modification of personal identifying information on behalf of the business in accordance with that subsection.
(d) A business that disposes of a business record without complying with Subsection (b) is liable for a civil penalty in an amount not to exceed $500 for each business record. The attorney general may bring an action against the business to:
(1) recover the civil penalty;
(2) obtain any other remedy, including injunctive relief; and
(3) recover costs and reasonable attorney's fees incurred in bringing the action.
(e) A business that in good faith modifies a business record as required by Subsection (b) is not liable for a civil penalty under Subsection (d) if the business record is reconstructed, wholly or partly, through extraordinary means.
(f) Subsection (b) does not require a business to modify a business record if:
(1) the business is required to retain the business record under another law; or
(2) the business record is historically significant and:
(A) there is no potential for identity theft or fraud while the business retains custody of the business record; or
(B) the business record is transferred to a professionally managed historical repository.