From decades of paper files to sprawling digital repositories, the challenge is the same: how do you make information accessible, secure, and actionable? Our experts share real-world examples of how Access helps clients streamline their hybrid environments—so they can focus on what matters most: running their business.

What you’ll learn in this episode:

• Why managing both physical and digital content together unlocks real efficiency
• How early collaboration between teams ensures smooth transitions
• Practical ways to eliminate legacy data silos and create compliance-ready systems

In this episode, we spotlight how Access builds trust with clients by aligning solutions with real-world business challenges—from digital transformation and compliance to secure document storage and information governance.

Learn how our team helps over 30,000 organizations across North America manage the full information lifecycle—with transparency, partnership, and follow-through at every step.

Topics Covered in Episode 1:

• Building trust in records and information management
• Why listening matters more than selling
• Aligning document management services with client needs
• The role of people in successful digital transformation

Video Transcript

You need to be able to store documents securely even when working from home. Therefore, we’ve developed a solution for our clients: a residential shred bag. 

We collaborated with one of our long-standing vendors on this project to provide our clients with a bag capable of holding 12 pounds of paper. It features a biodegradable adhesive for sealing the bag once it’s full. We’ve been assisting our clients in ordering these bags in bulk. They distribute them to each of their employees who work from home and handle sensitive and confidential data. 

The employees are instructed to dispose of this data in the shred bag, which can then be sealed using the biodegradable adhesive. Once full, employees are asked to return the bags to the office, as most can visit the office regularly, be it weekly or monthly. 

The bags are then placed in one of our shred bins for destruction. We offer various types of shred bins, but in this scenario, we recommend a 65-gallon or 95-gallon tote, resembling a trash can, for accommodating all the bags. 

Once the shred bins are full, we schedule a pickup to collect and destroy the contents, without removing the data from the bags. It’s important to note that we currently do not offer residential pickups. While some clients have inquired, our operations team and the company at large believe this is not the most secure method for disposing of confidential data. 

This service has proven particularly effective with law firms; one client has ordered over 1,100 bags, and the process has been highly successful for them and their employees working from home.

Video Transcript

One of the things we’ve seen over the last five months, which has been a consistent conversation with our clients and prospects, is the emphasis on quality and how we deliver it to our clients.

This involves ensuring they have two things: firstly, a high-quality program where service delivery expectations are met, and secondly, a balance between risk and cost. We, as an organization, have done two things that have added tremendous value to our clients.

Firstly, we continue to meet our service level agreements with our clients and have offered them different ways to receive information based on their current status or situation. Instead of driving to a location multiple times a day for rush orders, we’ve consulted with clients and provided feedback on more efficient programs, such as consolidating deliveries or leveraging scan-on-demand for better accessibility and portability of records.

Listening to our clients and understanding their current state is crucial. We inquire about their structure, workforce location, and help them understand that as their needs evolve, so must the behaviors and ordering practices of their organization, as well as our information delivery methods.

We’ve been highly effective with clients who have consistent demand and have also made recommendations to others who have modified their approach or structure. This includes consulting on service delivery scheduling adjustments for more efficient ordering, which improves quality and manages costs, or implementing new technologies like scan-on-demand, which is safer than transporting records between facilities.

This challenge is consistent across our entire client base, regardless of industry, vertical, or geography. Clients are seeking ways to be more efficient while maintaining the same level of quality. They want to know what they’re not doing and what best practices they can implement, whether it’s scheduling modifications, scan-on-demand, or other methods to use our services most effectively.

Video Transcript

One solution, and a lot of our clients are already leveraging this, is our FileBridge records and metrics portal. It’s absolutely our client portal where a customer can not only manage their inventory, they can request files physically, but more importantly, for the sake of this conversation and the environment that we live in today, they can access files through something that we have called Scan On Demand. 

So as opposed to having a physical file delivered to you, you can request a file, we will scan it and upload it to a secure FTP site, and through your user access of FileBridge, then you go on to that secure site and you can download that file. 

Again, we talked a lot about risk, we talked a lot about not increasing costs, this is a very secure way to access your records and individual files by employee and by authorized users onto FileBridge so that you are not incurring additional costs and not posing any type of security or additional risk to any of the confidential data that you’re looking for.

Video Transcript
Over the last five plus months, what we’ve observed in the market is, you know, a true inflection point and change for our clients. That inflection point and change occurred abruptly, and it forced organizations to move or pivot directly to a disparate workforce model.

And that posed challenges, right? And in the beginning, it exposed some issues with their information management program. It posed challenges to their day-to-day business and how they are providing team members with the information that they need to run their business.

It also exposed some risks in their program. So over the last five months, every organization that we work with and work closely with has been trying to grapple with those questions, right, based off this change, based off this abrupt change.

So as organizations now, as we move into the second half or late 2020, they’re starting to look at a return to work potentially and how they do that, right? Is it a full return to work where everybody’s just going to report to the office and they’re going to go back to the way it was? Or is it a partial return where they have only segments of their staff returning to the office? Or is it a complete work-from-home model?

So I think as we work with different organizations, different clients across a variety of different verticals, all of them are grappling with that issue and how that impacts their ability to access information, to deliver information, and maintain their consistency, right, and maintain the quality of their program.

So a lot of the conversations we’re having with clients are gravitating towards three primary categories. The first of which is organizations are struggling with quality in their program. How do I continue to deliver a high-quality product to my team while we’re in a disparate model?

The second thing is within a disparate model, if I’m delivering high quality, how do I ensure that I’m not incurring more risk, right? As team members are working from home or working in remote environments, how do I make sure that there is security and safety of that information and that record and that I’m not incrementally increasing risk?

And then the third thing that the clients are coming to us now and asking for our consultation on or support with is, you know, we’ve seen significant financial impact, we have modified budgets, and our ability to spend money in certain areas has changed over the last five months. So help me drive down cost in my program. What new services can I utilize? What best practices would you recommend? So those are the three things that clients are coming to us for, is how do I maintain quality? How do I reduce risk while improving the quality of that program? And then lastly is, I can’t incur more cost, so how do I run a more cost-effective program in this environment?

Video Summary
In this video, we delve into the crucial topic of digitization and its growing importance in today’s remote work landscape. The discussion highlights real-world challenges faced by organizations during the pandemic, with a focus on a law firm’s experience. Discover how a tailored approach to digitization not only solved immediate problems but also paved the way for incremental scanning, adding significant value to their information program. Join us for insights on optimizing digitization strategies for your organization’s success.

Video Transcript
Another interesting, um, topic that we continue to discuss with our clients on a consistent basis is the concept of digitization, right? The pandemic and remote workforces have forced organizations to take a look at how they are utilizing this key component of their lifecycle information program, right? Digitization in some way, shape, or form, um, needs to be present at some level in each program.

And I think over the last five to six months, organizations have, have, um, have looked at this and asked us to provide consultation and feedback around what is the best way to do this and how, how would you recommend we do this? An example I would give is, you know, we have a law firm that came to us and said, you know, for years we had been taking our inactive case files and moving them to offsite storage, hard copy storage, moving to offsite record centers. And we’ve kept all active records and active cases, uh, onsite in our office. Um, so lawyers can access them consistently when they need them and we manage it within the ecosystem of our office. But in March and April and May, that didn’t work, right? Because you have a disparate workforce, you have individuals working, uh, from home or other locations and those records sat in that office and they sat there and they were hard copy format that couldn’t be accessed unless someone was onsite. And there was a period of time where, where that firm couldn’t, didn’t have access to all of the records that they needed.

So they came to us and said, what is, what is the best way for me to convert these files? How do I digitize these files so I, so they’re accessible to my team? And also we have portability, right? Where multiple team members who may be working on a case can access, um, those records. And whenever we talk about conversion with clients, um, we try to look at it first in a, in a laser-like approach instead of saying, Hey, let’s convert a hundred thousand cubes, let’s convert 50,000 boxes. That’s not the most effective, uh, utilization or efficient way to utilize the service. We try to be laser-like. And this was a perfect example where this law firm had a defined deposit, right? That they needed these records converted.

So what we said to them is, let us do two things. Number one is, let us start to convert these records that you have stored onsite and move them into a digital format so now everyone can access them. So we solved that problem for the client. So we undertook a conversion project and, and, um, we’re able to provide them greater access and, and, uh, portability and overall quality of the program increased dramatically. And we solved that problem. The second thing we said to them though is, Hey, let’s look at this broader, right? The vast majority of your inventory is sitting with us in hard copy format in a record center. And for those records that you want to recall, let’s not recall the file. Let’s use scan on demand and send that to you digitally. So over time, we’re going to start to convert, passively convert your files that are active.

So, so if file one, two, three would have been recalled and we would have driven it to you on a standard transportation drive, let’s use scan on demand because we’ll accomplish two things. Number one, it’s going to get to the person that needs it. And secondly, you’re going to begin the conversion process passively of active records. So, so one of the, the outcomes of this, of this process is that we are consistently working with clients and taking a very targeted approach to their inventory and saying, what inventory do you need to convert? Where are you going to get the most return on that investment? And let’s talk about incremental scanning over time, which is going to add tremendous value to your program.

Video Summary
In this video, we explore a disruptive inflection point and its impact on businesses. We discuss strategies to help clients overcome current barriers and obstacles using new solutions, while also emphasizing the importance of building a sustainable program for an uncertain future. Our focus is on implementing standard RIM (Records and Information Management) practices to improve program quality, reduce risk, and enhance staff productivity. Discover how our solutions have brought significant benefits to clients, prompting many to continue with our services even in challenging times. Join us in understanding the importance of change and flexibility in today’s dynamic business landscape.

Video Transcript
This inflection point that we referenced earlier is disruptive. And a lot of times we talk about disruptive technology, we talk about disruptive companies, but this is a different type of disruption, right?

And what we’ve been focused on with our clients and our prospects is to help them navigate that. And the way we’ve talked about it is through two ways, right?

Is current state or current situation, how do we solve current barriers and obstacles for clients with new solutions, new technologies, how do we help them overcome these? But more importantly, how do we build a sustainable program in a future state that is unknown, right? Where there’s gonna be evolving and changing requirements on their business, there’s gonna be evolving and changing information requirements on retention and things like that.

So how can we help clients address what they have in front of them today? And that’s through some of the solutions that we’ve been discussing. And then also look to the future and say, we need to start implementing some standard RIM practices that are gonna ultimately improve your program.

And the vast majority of clients that we’ve been working with have seen significant benefit in the last five to six months when we’ve implemented these new strategies, these new techniques, and we’re bringing an increased level of quality to their program.

And in the long-term, it’s gonna provide less risk and also give them a better product for their staff. A lot of our clients that we’ve been able to work with have decided that long-term, they will continue with some of these solutions that we’ve provided them throughout these challenging times. So that’s been, I think for me and for our teams, a real key learning here with understanding the importance of change and again, flexibility.

Thank you. Thank you. Thank you. Thank you.

Video Summary
In today’s rapidly evolving business landscape, managing and leveraging data is paramount. Our video explores how Access can help you navigate this data-driven world, ensuring your information is secure, compliant, and a catalyst for growth. Discover how we can protect your data and unlock new opportunities for your future success.

Video Transcript
The speed of business is accelerating. Information is being created at an unimaginable and seemingly unmanageable rate. At the same time, new disruptions, competitive forces, and technology advancements are emerging faster than ever.

To survive and thrive in this volatile climate, you must be able to respond quickly and insightfully. How? By transforming your data and records into meaningful information. But as you look to the future, you must maintain information management principles that help ensure business data is accessible, secure, and compliant with industry regulations and standards.

With the right partner, you can reimagine these foundational practices and evolve them for the future. We can help. Access advances how the world manages information. Every day we help businesses apply best practices that align with the latest industry requirements, regulations, and security standards.

And as your organization evolves and embraces digital transformation, we can provide the guidance you need to reach future goals. We can help manage, protect, govern, and transform your information so you can mitigate risk, reduce cost, improve employee efficiency and productivity, create better products and customer experiences, and discover new ways to innovate and differentiate.

Learn how Access can protect your information and unlock new opportunities for the future.

• Accounts payable documents
• Bills of lading
• HR documents and employee records
• Government ledgers, and birth, and death certificates
• Blueprints and other large-format documents
• Bulk scanning services
• Photos, art, slides, film, and negative scanning Access can help you to establish efficient processes for ongoing scanning and imaging needs.

We assess your backlog of files and semi-active records to be converted to electronic file formats. These can then be stored offsite or shredded to free up valuable real estate and improve the office environment.

Video Summary
Unlock the power of digital transformation with Access’s cutting-edge scanning and digitization services. Enhance collaboration, reduce costs, and safeguard your documents with our secure and efficient solutions. Trust us to meticulously handle your documents, from scanning to quality control, ensuring easy access for your team. Partner with Access for all your digitization needs and revolutionize your document management. Learn more at accesscorp.com/digitize.

Video Transcript
In today’s remote work environment, scanning and digitization services have never been more critical. Paper documents can slow down an organization’s collaboration and growth. Your team needs searchable digital documents that can be accessed from anywhere at any time.

Moving to digital documents cuts down on staff management and real estate costs, while also mitigating potential risks, natural disasters, fire and theft, and compliance breaches. Access is your value-added partner in scanning and digitization. With locations across the Americas and beyond, our solutions are best in class.

Our scanning process is laser-focused on your success, giving you the best quality, automation, and efficiency in digitization services. We look after every detail of the scanning process for you, creating a tailored solution that fits your exact needs. When it comes to stringent quality assurance, our services are unmatched, no matter the volume.

We use a secure chain of custody, which tracks every object at each step, ensuring absolute privacy and security of your documents while they are in our care. Scanning and preparation areas are kept under tight security protocol and accessible only by proper security clearance staff. Some locations even offer separate cages for each project. Every document is cataloged with a unique barcode and kept in its original order.

We have a robust system in place to handle a variety of document types and sizes, giving careful attention to prepare each one for high-quality scanning. Even damaged or torn pages delivered to us are smoothed or repaired. Access uses industry best practices that stand out from the competition. Over 800 million pages digitized, CGSB compliant, over 20 million documents indexed using ICR.

Our scanning equipment is state-of-the-art, capable of fast, accurate high-resolution imaging. Even high-volume and large-format scanning can be output at 300 dpi resolution with compression, color detection, and OCR technology enabled. We offer service options to cover every aspect: archive scanning, on-demand scanning, or day-forward scanning.

Quality control is at the heart of what makes our scanning service superior. Our QC experts pay attention to every detail, cross-checking each document for accuracy and quality before indexing each one. Paper documents can then be stored by Access with instructions for a destruction date that meets your document retention policy.

Your indexed and searchable documents are now ready for your team to conveniently access wherever and whenever