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 records storage facility near you. Our Houston 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 records 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’ Houston 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 document 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.
(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.
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.
(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.
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 undecipherable.
(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.