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FileBank helps municipalities, counties and public agencies store, digitize and manage public records, from the minute books in the clerk’s office to the files in the police records room. Clerks, city managers, IT leaders and finance officers across the Northeast rely on our secure facility, our TotalAccess document management system and our retention and destruction services to support compliance, enhance transparency and drive operational efficiency. FileBank is a GSA Schedule contractor and COSTARS supplier.
The Department of Justice requires state and local governments to make their websites and digital documents, including PDFs, accessible under WCAG 2.1 AA. Entities serving 50,000 or more people must comply by April 26, 2027. Smaller entities and special districts must comply by April 26, 2028. For most municipalities, the biggest challenge is the PDFs already posted: agendas, minutes, budgets, forms and reports.
FileBank’s Accessibility on Demand (AoD™) automatically remediates PDFs to meet WCAG 2.1 AA, PDF/UA and Section 508 standards, so you can bring your document library into compliance quickly and keep new documents compliant as they’re posted.
Public records requests come with deadlines, and searching paper files slows every response. With records in TotalAccess, staff can search the text inside every page, find responsive records in seconds and download a redacted copy to share. The same searchable system also handles internal requests, streamlining workflows across departments.
Decades-old minute books, ordinances, maps, vital records, and microfilm define your town’s history, but they’re fragile, hard to handle, and easy to lose. Secure storage and scanning preserve them and keep them accessible for generations to come. Protect them from floods, mold, asbestos, and rodents.
Basements and town hall closets weren’t built to protect records from fire, flood or unauthorized access. The Vault® was.
Public agencies must follow federal and state mandates and state retention schedules, and they often need approval before destroying records. Keeping everything “just in case” adds cost and risk.
FileBank’s records solutions are secure, accessible, and scalable to meet the growing demands of your community. See all Lifecycle Management Services.
We scan minutes, ordinances, permits, land and tax records, and oversized maps and plans into searchable digital files delivered into TotalAccess. Scan an entire archive at once, or scan on demand from your stored boxes.
Find any record in seconds by searching the text inside every page or your own index fields. Download a redacted copy of a document for a records request, give auditors or outside counsel temporary access that expires on its own, and track every view, download, revision, version and status change in audit logs. Learn more
Store boxes in our access-controlled facility, which meets NARA records storage standards under 36 CFR 1234. Every box is barcoded and visible in TotalAccess, and you can request a single file or a full box, delivered or scanned.
We apply your state’s retention schedules to your physical and digital records, flag what’s eligible for destruction and destroy it only after you approve. Legal holds keep records protected during litigation, audits or investigations.
Our end-to-end shredding keeps sensitive information fully confidential from collection to destruction. Our shred truck destroys documents at your location, or we transport them to our state-of-the-art facility. Boxes stored in The Vault® are shredded once their retention period ends and you approve. Our shredding meets and exceeds local, state and federal regulatory requirements, and 100% of shredded paper is recycled, minimizing waste and supporting your municipality’s green initiatives.
Retiring computers, servers or backup tapes? We securely destroy hard drives and other data-bearing media.
Council meetings, public access programs and historical footage on old film and tape are digitized and indexed in TotalAccess, so they can be searched and played in a browser.
We review your records, retention requirements and goals.
Your records are packed and transported with documented chain of custody.
Records are scanned into TotalAccess, stored in The Vault® or both.
Your staff search, view and request records from TotalAccess.
We apply your retention rules and securely destroy records once you approve.
FileBank is a GSA Schedule contractor and COSTARS supplier, so many public agencies can purchase our services through an existing contract vehicle.
“FileBank provides an efficient system that helps us store records off-site, free up space for active files, and retrieve archived documents when needed. It has modernized our office and streamlined our record management.”
Sandra Martin
RMC, CMR, Municipal Clerk/Registrar, Borough of Seaside Park, N.J.
“We contracted with FileBank in 2014 for records management. They are diligent, reachable, and open to new ideas. They store, inventory, and purge our records, meeting the needs of our municipality.”
Christine Gatti
Township Clerk, Township of Millburn, N.J.
“Our cloud-based system began after Hurricane Sandy. Now we manage more than 4,800 files using V-Cabinet. This solution reduces the time it takes staff to find files and has streamlined our daily operations.”
Nicholas Sacco
Mayor, North Bergen Township, N.J.
We’ll review your records, retention requirements and budget, and recommend a plan that preserves your community’s past while empowering its future.
Often, yes. Scanned records still follow your state retention schedule, and public agencies usually need state authorization before destroying originals. In New Jersey, the State Records Committee registers agency imaging systems and authorizes records disposal. FileBank can help you confirm which records qualify, and works with New Jersey agencies through the state disposal approval process before any records are destroyed.
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