Document Storage Services
Cleardata provides document storage services throughout the UK. Our storage facility offers the latest in security and protection, accredited to ISO27001 for Information Security, BS 10012 Personal Information Management and ISO9001 for Quality Management Systems.
Document Storage Service
- Collection and delivery throughout the UK, using own vehicle fleet.
- Cleardata Archive boxes.
- Boxing up and indexing service.
- Bar code labelling.
- Fast file retrieval, with digital files delivered within hours of initial request.
- Cleardox Cloud Archive Management System enables Cleardata clients to view statement and details of archives stored off-site. Cleardox allows users to make file requests, manage keep-until dates, create reports and view a full audit trail of any activity with their archives.
- Shredding service at Cleardata’s document storage facility.
Secure UK Facility
Ensuring your documents are secure is of the utmost importance at Cleardata. The company has invested in state-of-the-art security technology to ensure our document storage facilities are protected against both theft and incidents such as fire and flood. Our premises feature advanced surveillance, smoke detection alert and alarm systems for the safekeeping of your documentation.
Online Archive Management System
Cleardata provides a bespoke archive management solution, Cleardox AMS, to its document storage clients. As well as providing a statement of archives stored off-site, the system also allows users to request file retrievals, manage storage dates, request destruction, run reports and see a full audit trail of any physical activity with their records. This ensures your business has full visibility of records stored offsite and provides an automated solution for managing the full lifecycle of your archives, with notifications for records approaching destruction and the ability to extend keep until dates. This system can assist your business in being GDPR compliant and help you stay in control of your document management.
Scan On Demand
Storing documents off site doesn’t mean you can’t access them quickly. One of the key benefits of using Cleardata’s document storage service is our fast digital retrieval “scan on demand” solution.
- Employees perform a file request via our online system, Cleardox.
- Cleardox allows you to view a statement of your records stored offsite, by box, indexed reference, store until date, department or user.
- Once your request is received, our team will retrieve your document, scan and digitally return within hours of your request.
- A full audit trail is provided via our Cleardox Archive Management System.
Our online system provides a secure audit trail of every physical interaction with your records, by user, time and date. Only authorised users can access the system and users are restricted to view records within their department/team to ensure compliance.
UK Collection Services
Cleardata has its own fleet of secure vehicles to collect documents from any premises within the UK and Ireland, whether that be a private company or a public organisation. Our drivers are also qualified and security trained and can therefore be fully trusted in the transport of confidential documents. Another advantage of the collection service is that Cleardata’s vehicles are fully tracked, providing safe transport of your documentation.
Cleardata has the ISO27001 accreditation for information security. The company has also passed various archive storage inspections carried out by pharmaceutical customers and blue chip organisations. This means you can be confident that your confidential documents will be treated with absolute care and that all security parameters will be complied with.
Indexing and Bar Coding
Once your documents have reached the hands of our dependable archive storage staff they will be allocated an index number and barcoded to enable FAST document retrieval.
A managed notification of destruction date will also be given to ensure we do not store your documents or business files any longer than is necessary.
Secure Document Storage
Your documents will then be stored and managed in our highly secure warehouse that boasts a comprehensive range of enhanced features to ensure their complete protection. For example, we have a very early smoke detection alert system (VESDA), Access Control systems, Flood Detection sensors, 24/7 CCTV monitoring and more!
Cleardata Document Storage are proud to meet document storage standards for key industry sectors including the NHS, local government organisations and financial institutions.
Scan on Demand
In association with our outstanding onsite scanning bureau, we are able to deliver a professional and reliable scan on demand service.
When you need a document , simply give our helpful team a call or login to our unique online archive management system in order for us to retrieve and scan your documents. We will then send it to you via a secure FTP site – all within two hours of your request.
Managed Document Destruction
Have your documents reached the end of their shelf life? Then take advantage of our secure managed document destruction service – not only will this reduce your ongoing storage costs but will also ensure that your documents are securely and safely disposed of.
Achieve Data Protection Act compliance by allowing Cleardata to securely shred your confidential and sensitive information.
Accredited to ISO27001, we have industrial shredding equipment that can safely destroy documents, books, CD’s, files, credit cards, floppy disks and paperwork.
If you need to find out more about the document storage services provided by Cleardata, call us today!
Storing your documents off site offers so many benefits to you and your organisation:
By storing your files and documents in our secure archive storage facilities, you will free up physical space in which to run your business.
No more wasted employee time, filing or searching for documents – they will have more time to do what they are paid to do.
Using our secure offsite document storage facilities means that you don’t need to use expensive office space to store information and records. Our Cleardox solution enables you to automatically manage destruction dates for archives, allowing you stay in control of your archive costs and be compliant for GDPR purposes.
Fast and Easy Document Retrieval
Our unique, fully managed archive storage service allows guaranteed digital retrieval of documents within two hours of your request.
Full Document Security
As specialists in document storage services, our enhanced secure facilities ensure that your documents are fully protected against natural and circumstantial disasters including fire and water damage and ensure you comply with data protection act requirements.