Secure Document Storage
Cleardata offers secure document storage services, with collection services throughout the UK. We provide secure offsite document storage in modern archive facilities protected by enhanced fire and security features. Combined with fast digital retrieval and fully managed archive destruction, our outsourced services will help your business free up valuable office space, secure your records and save time searching for documentation.
Cleardata’s secure document storage site is protected by secure perimeter fencing and monitored 24/7 by CCTV. Our biometric access controls guarantee only authorised members of staff can enter our premises. Cleardata’s tracked fleet of vehicles can pick up your documents and transport them to our archive facilities.
As a data protection act registered company, we’re trusted by many blue chip businesses, including the NHS, and understand the sensitivity needed when handling personal documents and files. To accompany our experience, we have been accredited for information security, quality management and confidential disposal systems and are certified to ISO27001, ISO9001:2015 and BS EN 15713
Cleardata has invested in Cleardox, a bespoke online Archive Management System which enables clients to manage their archives efficiently whilst stored offsite. Cleardox displays any interaction with your archives, by user, time and date, along with the box status. Our archive team can index your records for you and this information is added to the Cleardox System to allow you to see an indexed list of box contents. We can also add destruction or keep until dates to allow you to manage your GDPR requirements. The archive management system provides automated emails to users when records are approaching destruction dates, requesting authorisation for destruction, ensuring you only keep archives for the required retention period.
Secure Storage Service
- Secure UK Wide Collections – tracked fleet of vehicles
- Boxing up option
- Cleardata Archive Boxes
- Indexing service
- Secure Offsite Document Storage Facilities
- Fast Digital Retrieval – Guaranteed within 2 hours of request
- Online Archive Management System
- Managed Destruction Dates
- Confidential Shredding and Destruction
Document Storage Facility
Our secure document storage facilities are protected by the latest technology and security including:-
- 24/7 CCTV
- Biometric Finger Print Entry
- Redcare Security
- Enhanced Fire Detection Systems
- Water Detection Systems
- Document Viewing Area
- Temperature Controlled Warehousing
- Disclosure checked staff
Scan on Demand – Guaranteed 2 Hour Digital Retrieval
Our secure document storage facilities are combined with a professional on-site scanning bureau. We can provide guaranteed digital file retrieval within 2 hours of your initial request, using our scan on demand service.
File requests can be made to our team and documents will be scanned on-site and sent back to your desktop. Data can be sent via FTP, email or alternatively via our cloud document management solution.
Full indexing and re-boxing service is also available. Our team can look at the names of your files and provide a spreadsheet for you containing a description of what’s in your archive boxes. This can help you improve your records management and help you to arrange managed destruction dates, so your archive costs are manageable.
UK Collection Service
We have a collection team who can pick up documents and files, of any size, from any UK location. All our staff are trained accordingly and our vehicles are tracked 24/7 so you can be assured your documents are in safe hands.
Indexing and Bar Coding
When your documents arrive at our premises, our staff will allocate a barcode and index number to each file so they can be identified quickly when you require them.
Secure Document Storage
Your documents will remain at our premises for as long as you decide. Our document storage facilities are monitored by CCTV 24/7 and have numerous safety devices employed. We have access controls in place so only certain members of staff can enter the facilities and we have advanced technology in place to prevent any potential hazards harming your documents.
Our archive storage premises are completely safe and secure and not only have we been trusted by a wide range of clients, including businesses from the legal and media sector, we also have ISO accreditations for information security.
Scan on Demand
Our storage unit has an onsite scanning bureau so if you need certain files, we can deliver them physically or digitally. If you want them digitally, we operate a scan on demand service in which you will receive the requested file within 2 hours to your desktop.
Benefits for your business
- Increased office space – Moving files and records from your office means you no longer need filing cabinets and bookshelves. Document storage is a great way to declutter your office.
- Full document security – You no longer have to worry about files getting lost, stolen or damaged. Our secure facilities protect against all these potential hazards.
- Fast Retrieval – No longer will you have to search through thousands of files and folders for the correct data. We can do that for you and even digitise it within 2 hours of your request,
- Reduced costs – You don’t have to spend money on expensive filing systems, we have everything covered at a much cheaper rate.
- Increased efficiency – Employees can focus on their tasks rather than wasting time searching for documents. This saves a lot of time and effort.