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Electronic Document Management System

Welcome to SPS’s Cleardox EDM, the ultimate cloud electronic document management system designed to transform your business operations. Our secure online platform offers unparalleled flexibility, allowing multiple users to access vital information from any location using just a web browser.

In today’s fast-paced business environment, having instant access to documents from various locations is crucial. Whether your employees are spread across different regions, working from home, or out in the field, Cleardox EDM ensures that your documents are always at your fingertips, enabling efficient and timely operations.

Our cloud electronic document management system is available at a low monthly cost per user, with no upfront expenses for hardware or software installation. All you need is a standard web browser to get started instantly.

Cleardox EDM is designed to meet all your compliance needs, providing a comprehensive electronic audit trail for your document management. Our system is hosted on secure UK-based servers with password-protected access, allowing you to securely zone off documents and grant access only to authorised personnel.

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Electronic document management system from Cleardata
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Accredited and Trusted

ISO 22301 ISO 9001 Cyber Essentials Plus ISO 27001 Cyber Essentials BS 10008 BS EN 15713 NHS Digital

Online document management features

Cleardox EDM, our cloud-based document management system, enables secure online document management for your business information. The system can store any type of document (including Word, Excel and PDF, to name a few) and index it with relevant metadata to allow you to search information quickly and easily. Features include:-

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Securely access your documents from any location using a web browser.

Keyword search with advanced features and the ability to save favourites for a personalised experience.

View documents with associated metadata, permissions and audit trail.

Save documents to folders with inherent metadata, ensuring consistent indexing each and every time.

View a full audit trail by company, department or user by date, time and action.

Version control by version number, size, created by, date and current version. Ability to view/add versions at a document level.

Admin centre to enable easy management of user profiles and group document access permissions.

Benefits of Protecting Business Records

Protecting your business records is crucial for several reasons:

  • Fast Access To Documentation & Improved Efficiency

    Secure online document management systems streamline manual document processes, enabling you to find information quickly using fast keyword search. Save time searching through paperwork and filing rooms!

  • Modern Business Working

    Enable your teams to work in an agile manner. Access your digital documents from any location using a secure web browser.

  • Compliance

    Adhering to data protection regulations such as GDPR is essential to avoid legal penalties and maintain trust with your clients.

  • Reputation

    A single data breach can severely damage your company’s reputation, leading to loss of customer trust and potential fines for your business.

  • Business Continuity

    Secure document management ensures that your business can quickly recover from disasters, maintaining operations without significant disruptions.

  • Improved IT & Cyber Protection

    SPS's system is securely hosted in Microsoft Azure and protected by the latest cybersecurity systems, protecting your data from harm.

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For further details call 0800 046 8081 today or contact our team below.

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Trusted by 10,000+ Companies

Asthma + Lung UK Windsor Forest Colleges Group Warrington Borough Council SIMARC Property Management Limited NHS Horwich Farrelly Biffa

Document Security

At SPS, we understand the critical importance of securing your business records. Our Cleardox Electronic Document Management System (EDM) is designed to provide robust security measures to protect your valuable data.

Cleardox EDM is hosted in our secure Microsoft Azure environment, leveraging its advanced security infrastructure. Microsoft Azure provides a secure and scalable platform, ensuring that your data is protected with industry-leading security features and compliance certifications.

Our document management system ticks all of your boxes for compliance, providing an electronic audit trail and offering secure access at a user level. Stored on secure UK-based servers with password-protected access, you can zone off your documents to allow access for those with the relevant permissions. 

Designed and built with GDPR compliance in mind, information can be consistently indexed and classified. Here’s how we ensure the highest standards of security for your documents:

Cleardox EDM - Our Secure Hosting Environment
  • UK Hosted
  • Microsoft Azure Environment
  • Two Factor Authentication
  • User & Role Based Access
  • Super User - Admin Centre, Add/Remove Users & Manage Permissions
  • Cyber Essentials Plus Certified
  • CrowdStrike Endpoint Protection
  • Managed SEIM Solution
  • Privileged Access Management

Why Choose SPS?

SPS's Cleardox EDM electronic document management system provides a relatively low-cost records management solution for UK businesses. The secure hosting environment provides peace of mind for your business records. SPS has invested £1million in our IT and Cyber Security. Efficiently manage your digital records and provide fast access for your workforce from any location, using a standard web browser. Improve compliance, document security and benefit from a full audit trail.

Key Features:

  • Our project team can assess paper processes and provide a solution to suit your needs

  • We have a high-volume scanning bureau and can digitise paperwork, index and upload to the cloud

  • Accredited to ISO27001:2022 for information security, BS 22301 for Business Continuity and Cyber Essentials Plus

  • Microsoft Azure hosting environment with secure Cyber Security Features

  • Team of IT developers and technicians

  • Dedicated Account Management

Contact our team on 0800 046 8081 for further details about our document management system.

Secure, accredited document management services from Cleardata
  • It's been refreshing to collaborate with a company that consistently brings practical solutions to the table. From their Drivers to the Archive Team and Account Managers, the whole experience has been open and transparent.

    Group Head of IT, Simarc Property Management

  • I've been really impressed by the services offered by SPS and their team has been a dream to work with.

    Supporter Care Manager, Asthma + Lung UK

  • We would highly recommend SPS’s document scanning and archive storage services to other colleges and educational establishments. They offer a prompt, accessible and friendly service.”

    Group Director of MIS, Windsor Forest Colleges Group

Sustainability

SPS’s cloud document management system enables digital files to be viewed and retrieved from any location, providing an agile working solution and reducing the need for physical journeys to collect and distribute paperwork. This environmentally friendly solution can help reduce your carbon footprint.

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Find out more about our Cleardox EDM Electronic Document Management System.

Cleardox EDM - Cloud Document Management System

Download Now: Cleardox EDM - Cloud Document Management System

We've got all the answers!

Read our frequently asked questions to find out more about our document management system, or call our team on 0800 046 8081.

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We can onboard you to our cloud document management system quickly and easily. You would need to advise us of the folder structure, levels of access and users required.

Our systems are hosted within a secure Microsoft Azure environment, benefiting from its built-in redundancy, encryption, and high availability.

Our minimum contract period is 12 months.

No, you don’t need to be a scanning customer to use our Cleardox EDM System.

We are certified under both Cyber Essentials and Cyber Essentials Plus, demonstrating our commitment to strong cybersecurity controls and resilience against threats.

*CrowdStrike Endpoint Detection - We use CrowdStrike for advanced endpoint detection and response, protecting devices against malware, ransomware, and sophisticated cyber threats. *Managed SIEM Solution - Our Security Information and Event Management (SIEM) system is managed externally by Netitude, a trusted UK-based Security Operations Centre (SOC), providing 24/7 threat monitoring and incident response. *Privileged Access Management (PAM) - To reduce risk and control access, we’ve implemented a Privileged Access Management solution that enforces strict controls over administrator and elevated user accounts.

Yes, our Director of Compliance & Governance is a qualified Data Protection Officer.

A Data Protection Impact Assessment is recommended to be completed by both parties. SPS is registered as a data controller with the Information Commissioner’s Office. Our data protection act registration number is Z9057893. Our team is trained in handling data securely and efficiently. Training sessions are held every 6 months regarding information security and data protection. Staff are given the opportunity to ask questions and raise any issues they have. SPS is also assured for Information Security (ISO27001:2022), Quality Management (ISO9001), Business Continuity (ISO 22301), Secure Destruction (BS EN 15713) and Personal Information Management (BS 10012). All staff are DBS and credit checked, with additional staff enhanced security cleared. Our workforce is screened to BS7858:2019 - Security Screening of Individuals Employed in a Security Environment. SPS has a no mobile phone and devices policy, which is part of the employee contract and code of conduct, with disciplinary measures. Staff have lockers in our break areas, and all devices must be placed in the lockers. Manager walkarounds are performed frequently.

Facts & Figures

What we do

We offer physical and digital document services and solutions with AI powered processing including:-

Digitisation Document Scanning Services Find out more Archive Secure Archive Storage Services Find out more Digital Mailroom Inbound & Outbound Digital Mailroom Services Find out more AI & Automation Automated Document Processing Services Find out more Document Management Cloud Document Management Solutions Find out more
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