Access Unify | Records is a comprehensive records management system designed to help organizations transition from physical to digital archiving by combining secure storage with automated indexing and AI-powered search. Access Unify | Records supports a scan-as-needed approach, a cost-effective path to digital transformation.
How Access Unify | Records Works
Access Unify | Records operates as a hybrid solution for both physical and digital records. The core process includes:
-
Indexing: Using proprietary AI and efficient hardware, Access creates a searchable inventory of your records. Access transforms physical boxes into true strategic assets by making critical information instantly accessible for audits, legal holds, and everyday operations.
-
Web-Based Management: All records, physical and digital, are managed through Access Unify | Services Portal.
-
Digital Delivery: When you need a physical record, Access retrieves the record, digitizes the record, and uploads the record to the Access Unify | Services Portal, often by the next business day.
Access Unify | Records Subscription Tiers
Access Unify | Records is provided for a fixed monthly fee. This subscription typically includes onboarding, standard transportation, and retrieval services.
Access Unify | Records Essential Tiers
Access Unify | Records Essential tiers are designed for standard needs and offer faster onboarding.
-
Bronze: The most cost-effective tier for customers who only need a box-level inventory. It includes a unique barcode for each box and a photo of the outside of the box for searchability.
-
Silver: Ideal for those needing a file-level inventory. Provides a unique identifier and photo for each file, allowing you to search for and request specific items within a box.
-
Gold: The most advanced Essential tier, providing a structured file-level index. Organizes metadata into specific fields (like Title, Date, or Owner) for superior searchability and compliance management. Gold users also have access to the fastest Service Level Agreements (SLAs), including 4-business-hour digital delivery.
Access Unify | Records Enterprise Tier
Access Unify | Records Enterprise is designed for complex or large-scale requirements that do not fit into the Essential tiers. This includes:
-
Inventory exceeding 10,000 boxes or 250,000 files.
-
Existing content already stored at Access that needs to be converted to a Access Unify | Records subscription.
-
Bespoke requirements like onsite packing, custom system integrations, or specialized vault storage.
Support and Subscription Management
Your subscription fee is fixed for the duration of your contract term, and Access does not implement annual price increases during this period.
-
Usage Reviews: Access monitors your service utilization. While fees don't fluctuate for minor variations, customers are encouraged to review their usage quarterly or annually.
-
Contacting Access: If an annual review shows that your service needs have changed significantly, a pricing review can be requested through the Support team. You can also contact Support for general subscription, technical, or service questions.