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Pennsylvania 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
Your information management system needs to work at your speed and on your schedule. Our 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.
- Search and select files across all types of records
- Request file pickup or delivery—including 24/7 access for regular or urgent retrievals, while maintaining chain of custody protocols
- Order new materials like empty boxes, file folders, labels, or media tapes
- Run reports with real-time information on inventory, invoices, and more
Offsite Storage and Document Storage in Pennsylvania
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.
Pennsylvania Digital Conversion and Document Scanning Services
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.
- 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 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.
Secure Destruction and Document Shredding Services in Pennsylvania
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 we provide document shredding and hard drive destruction solutions that keep you safe and maintain all regulatory compliance.
Our secure shredding services go beyond paper shredding:
- Shred documents thoroughly
- Destroy electronic media completely
- Clear valuable office space
- Align with your retention policies
- Support green initiatives
Ensure the legal and compliant destruction of your media files by partnering with a vendor you can trust.
- Total destruction of computer hard drives / CPUs
- Computer hard drive destruction and CPU destruction details logged
- All HD/CPU destruction services take place within 3 business days of receipt
- All hard drive destruction processes meet NAID certification requirements
- Certificate of destruction or work order receipt provided
We offer witnessed shredding and destruction services for customers looking for additional proof of protection.
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 Pennsylvania
General Pennsylvania Retention Schedule
PERMANENT RECORDS:- 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.