Electronic Document Management
Is your business interested in managing its paper records digitally? Would you like to store information in one central electronic filing cabinet, with shared access and automation?
Electronic Document Management (EDM) maybe the answer for you. Basically EDM means a central digital repository for all your documents, records and information.
Cleardata offers a full range of EDM solutions and offers a complete range of optional managed services to help digitise and capture any existing or ongoing paperwork.
Electronic Document Management Services
Let’s look at the electronic document storage options available:-
- Digital filing cabinet – a simple Electronic Document Storage system offering a central digital filing cabinet to store, search and retrieve your information. This can be hosted at your premises or in the cloud, dependant on your needs.
- Workflow, automation and authorisation – workflow rules will enable your documents to be automated to go to a specific person or department. For example, invoices can be forwarded to finance, followed by the authorising manager. Complaint letters to your complaints or chief executive’s office or application forms to your HR Team.
- Audit Trail & Version Control – control your document security and versions, this can be important for legal and contractual documentation.
- Secure User Access – only allow authorised users to view appropriate records. A Key benefit of digital document management!
Why Choose Cleardata?
Cleardata have a long history of helping businesses move and manage their documents online. We have a full in-house team who specialise in solutions and who are equipped to advise you as the best processes for your business.
Cleardata’s team are knowledgeable in all aspects of document management. From collection and scanning to digital mailroom services and electronic system design, Cleardata have the equipment and expertise to handle all your document needs. We are an ISO accredited team in information security so you can rest assured your information is in safe hands with us.
Reasons to manage your documents digitally…
There are many benefits to managing your documents online including:
- Increased office space
- Find information faster
- Improved accuracy of your data
- Increased data security – you control who has access to your documents.
- Data recovery. Back up data to prevent losses of documents.
- Electronic Audit Trail will help keep your company compliant with record management.
For further details on Cleardata’s electronic document management call today on 0800 046 8081 or email sales@cleardata.co.uk
Process
- Review existing processes – our document experts will review your existing paper processes and examine the best options for your electronic document management
- Provide a recommendation for the most suitable document management tool for your business together with pricing. We can offer affordable finance options for your business.
- Build a specification and project plan for your digital requirements, based on your current and future needs. The team are Prince2 project management trained .
- We’ll assist you at each stage of the project, our experienced team includes Consultants, Project Management, IT Support and Training.
- Cleardata specialises in a range of managed services to digitise paper processes. Operating a leading edge document scanning bureau, equipped with high end production scanners, together with business process outsourcing services, such as mailroom sorting and data capture we can help you at each stage of your paperless journey.
Benefits
- Free up valuable office space
- Secure who can access your documentation
- Find information faster, using a simple keyword search for retrieval
- Put all your information in one central location, providing easy access to your data and backing up your important documents
- Automate your paperwork processes, reduce manual intensive processing and increase the accuracy of your information
- Electronic Audit Trail – using a digital filing cabinet can help you company to remain compliant, offering a full audit trail for your records management
Cleardata helps us to provide fast document processing and a high standard of customer services. They took the time to understand our business needs and meet our daily KPI requirements. Their team are friendly and are always happy to help.
Manager,
Atom bank
Cleardata have an efficient and effective team of dedicated staff who are passionate about the high-quality service they provide. All scanning carried out by Cleardata has been of a high standard.
They have dealt with a variety of formats and documents of different quality – some of which have been delicate,.. Read More
Project Officer,
Northumberland County Council
Managing our personnel files using Cleardata’s Document Management Software means we’re able to access records far more quickly and reduces time spent on searching through our old paper based files, which in turn keeps our staff happy.
The system acts as a central repository for all HR records, which is important to the business.. Read More
HR Manager,
Virgin Care
“We were really pleased with the service received, from our initial appointment all the way through to collection of the files.
Cleardata were very professional and helpful. We have found it very simple to obtain copy files when necessary.”
Director,
Kirkham Legal
Cleardata have always been extremely efficient with processing and sorting all of our mail, scanning and digitally sending them every day. The quality and speed of the scanned images are above and beyond of what we could achieve internally.
A very welcomed addition to our administration processing.
Implementation Projects Manager,
Premier Pensions
“Cleardata’s invoice processing system has had a very positive impact in our Accounts team. We are saving huge amounts of time, as well as saving paper and money. Our customers are receiving their invoices soon and because it’s in a better format than before, they’re paying sooner!
We now spend less.. Read More
Finance Manager,
Orona
“We find Cleardata’s new archiving system very easy to navigate and very user friendly.
Because we can now access all requests on-line it allows us the opportunity to access the system out of hours which is a very positive move for us as sometimes documents are requested after business hours.
The retrieval.. Read More
Office Administrator,
Clyde & Co
Cleardata were selected to digitise 3500 Large Format Plans for Telford & Wrekin Council’s Neighbourhood & Customer Services Department.
The company were awarded the project, due to their capability to quickly covert the large format documents within the Council’s two week deadline.
The process was quick and easy and the service we.. Read More
Street Lighting Technician,
Telford & Wrekin Council
Cleardata reviewed Virgin Care’s existing manual invoice processes to cope with increasing demand, 32 different legal entities, reduce manual invoicing tasks and improve our digital invoice quality.
The transition to a fully outsourced service was much smoother than expected. Cleardata have been an absolute pleasure to work with and the time.. Read More
Finance Team,
Virgincare
I would like to say on behalf of everyone at PharmAthene UK, a huge thank you for all your hard work with our documents!
A more professional company we could not have found. The speed and quality of your work has been commented and complimented on by everyone here.
Our team were.. Read More
Quality Manager,
PharmAthene
Cleardata were selected as United Utilities scanning partner for the digitisation of 25,000 large format reservoir drawings.
We chose them on the basis of the quality and security of their services.
The scanning service was delivered ahead of schedule and I’ve had lots of feedback about the scanned images. Everyone thinks the.. Read More
Kate Luxton,
United Utilities
Cleardata have always shown flexibility and adaptability to Peabody’s changing archive storage requirements.
Communication has been excellent. The team are always willing to answer questions and provide prompt information.
The quality of the document scanning has also been excellent, allowing Peabody to commence a process of paper destruction with confidence.
Cleardata has consistently.. Read More
IT Programme Manager,
Peabody
Cleardata has provided LSG with a secure digital mail room solution that has helped us to significantly reduce our processing costs, secure our confidential data, go paperless and speed up our overall insurance claims processing.
This project was key to our business operation, so a number of service levels and KPI’s.. Read More
LSG Project Manager,
Lifestyle Services Group
We had an event which meant that staff were unable to enter our building for 48 hours. Being a law firm we love our paperwork and we soon realised even though we could connect up to our IT systems with no problem, staff were unable to work without their paper.. Read More
IT Service Manager,
Harrowells Solicitors
We selected Cleardata due to their impressive reputation in managing medical records storage and scanning services for NHS Trusts. We were delighted that they were able to integrate their service with our new document management system, as it allows us to securely request records much faster than we were able.. Read More
Vishal Chohan,
West London Mental Health
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Syngenta – Invoice Processing
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Our business is built on quality, information security and innovative processes. Cleardata is GDPR Compliant and has been awarded ISO9001, ISO27001, BS 10012, Cyber Essentials Plus and BS10008:2014. We pride ourselves on our awards and accreditations. See all our accreditations
Cleardata offers document scanning and archive storage in a secure, accredited facility.
