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Document Storage Services

Cleardata’s UK document storage services offer secure storage, fast digital retrieval, and an easy online archive management system. 

Archive Storage Services

In today's fast-paced world, safeguarding your documents and paperwork is crucial. Cleardata’s secure document storage facilities offer exceptional security, complete with fire and water detection systems. Our advanced online archive storage management system ensures a full audit trail for every physical interaction with your records, from ingestion to storage, file retrieval, and destruction, giving you complete peace of mind.

But that's not all! We also provide comprehensive archive storage services, including collection, boxing up, delivery, records indexing, and scan-on-demand digital retrieval. With Cleardata, you can store your documents off-site with confidence, knowing they can be retrieved quickly and easily whenever you need them.

Choose Cleardata for secure, efficient, and reliable document storage and management. Contact us today to learn more!



Accredited and Trusted

Secure Document Storage Process

At Cleardata, we ensure your records are stored in a secure, compliant environment and fully tracked throughout the process. Utilising barcode technology and our advanced online archive management system, we offer a seamless and secure service.


Cleardata has a fleet of vehicles that can collect from any UK location. Our helpful drivers can provide a boxing up service if needed. Cleardata archive document storage boxes available.
Archive boxes are logged into our archive management system. We can use existing manifests or index additional data, depending on your needs.
Our online Archive Storage Management System is provided free of charge, allowing you to manage box status, retrievals, retention periods, destruction and compliance reporting.
On request, our team will locate and retrieve your archives. Files can be sent physically or via our scan-on-demand service.
Our scanning bureaus use the latest Kodak and IBML technology to digitise documents. Once digitised they can be returned by secure file transfer.
Cleardata has onsite shredding technology, with all records confidentially destroyed to BS EN15713. Shredded waste is recycled by our waste partner in line with ISO 14001.

Cleardata Archive Storage Boxes 

Cleardata’s archive boxes are delivered flat-packed and feature an integral lid. Boxes are strong and feature the ability to securely seal.

Our friendly team also offer a boxing-up service if needed. We can deliver boxes to your site and package your files for you, with unique barcode labels to provide a full audit trail.  


Our Benefits

Cleardata offers Document Scanning Services and Document Management Solutions throughout the UK, accredited to ISO27001:2022 for information security.

  • Free up valuable space

    Store paper records off-site to free up office space. Reutilise the filing room for productive activities, or downsize your office.

  • Agile Working

    Allow your team to work from any location. Archive storage with scan-on-demand digital retrieval allowing fast access to documentation.

  • Boost Productivity

    Eliminate time wasted searching through your archive room. Save your employees' valuable time, save money and streamline operations.

  • Business Continuity

    Protect records from fire and flood by storing them in our secure facilities, protected by enhanced security, fire and water detection systems.

  • Better Compliance

    Benefit from improved compliance with a full audit trail for your off-site records management and managed retention periods in line with GDPR.

Free Instant Quote Online!

For further details call 0800 046 8081 today or use our instant quote tool online now!

Trusted by 10,000+ Companies

Online Archive Management System 

Introducing Cleardox AMS, our bespoke cloud-based online archive storage management system designed to give you full control over your off-site archives. Manage your document storage records efficiently, ensuring you only keep archives for the required period, reducing long-term costs and enhancing compliance with a comprehensive audit trail.

Key Features:

  • File Requests: Approved users can complete and submit file requests, selecting the urgency level and retrieval method.

  • Collections: Seamlessly arrange collections and deliveries.

  • Storage Supplies: Order Cleardata archive boxes and barcode labels.

  • Managed Destruction: Benefit from managed destruction dates with automated notifications when archives reach the end of their retention periods, ensuring timely disposal.

  • Reporting & Compliance: Access standard reporting for retention dates and activities, such as retrieval requests, box status, and box contents, providing you with valuable insights and control over your archives.

Electronic document management system from Cleardata

Scan on Demand Retrieval

Cleardata offers fast digital retrieval via our scan on demand service. Documents stored offsite are retrieved, scanned and digitally returned quickly and easily.

Cleardata’s standard approach for file retrieval is scan on demand, using our Cleardox Archive Management System. This allows for file requests to be classified by urgency.

All physical activity is tracked and audited by user, time and date.

  • File request submitted via Cleardox AMS

  • Designated response time in system

  • Added to Cleardata operative queue

  • Files retrieved and digitised

  • Files returned by secure file transfer

Why Choose Us?

Collection

Secure collection service using our fleet of tracked vehicles

Trust

We’re accredited to ISO standards including ISO27001:2022, providing the highest level of information secuirty. Our facilities are protected and secure.

Scanning Technology

We’re innovative in our technology. We set the standard in scanning!

Quality 


We provide the highest levels of quality assurance, ensuring excellence.

Legal Admissibility


All images are digitised in line with BS 10008:2020 for legal admissibility.

Bulk Scanning


We digitise over 160 million images each year!

  • Cleardata have quickly scanned around 150,000 legal files to an exceptional standard, with zero quality issues and great feedback from our legal team.

    Colin Jones, Group IT Director, Knights.

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

    Supporter Care Manager, Asthma + Lung UK

  • 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

Secure document storage

Cleardata operates six state-of-the-art, secure document storage facilities across the UK. These purpose-built archive sites are equipped with advanced security measures and comprehensive fire and water detection systems. Our commitment to security ensures your documents are always protected. Key features include:

  • Secure entry systems

  • 24-hour CCTV surveillance

  • Perimeter security

  • Fire detection

  • Water detection

  • Climate control

Secure cleardata premises

Sustainability

Cleardata’s environmentally friendly scan-on-demand services help reduce the number of physical journeys for your archiving, reducing your carbon footprint. Files are retrieved and returned digitally. 

All shredded waste is recycled in line with ISO14001 by our approved waste management provider. 


Downloads

The document scanning bureau is combined with a secure storage and shredding facility.

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Case Studies

Read our latest customer case studies to find out more about our document scanning services.

We've got all the answers!

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

Cleardata has a fleet of vehicles and can collect your documents from anywhere within the UK or Ireland.
Cleardata’s document storage facility is protected by biometric finger print and facial recognition entry systems, enhanced fire detection systems, water detection, 24 Hours CCTV and Redcare security. Staff are security cleared and vetted to BS 7858.
Our normal operating hours are 8 am - 5 pm, Monday to Friday.
Yes, Cleardata boxes are exceptionally strong and feature an integral lid as part of the design. Boxes are delivered flat-packed. Please ask for details, or contact your Account Manager.
Yes, we would add any existing archive lists to our Cleardox Archive Management System.
Cleardata’s archive boxes are approximately 42cm in length, 31cm in width and 26 cm high.

What we do

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

Facts & Figures

Save space and store archives offsite!

Call our team on 0800 046 8081, or contact us to get started with your archive storage needs.