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Bulk Document Scanning Services from Cleardata

Bulk Scanning

Bulk scanning services from Cleardata are available to a wealth of businesses and organisations throughout the UK. We scan up to 11 million images every month using the latest IBML, Kodak and Opex Technology.

Bulk Document Scanning Services

Our bulk scanning services are operated from a secure bureau which is assured for both information and cyber security.  We’ve invested £1m in cyber protection and secure hosting, with Microsoft Azure. If you’re looking for compliance and data protection, we’ll certainly tick all of your boxes.   

Our quality assurance is a key differentiator, with a dedicated quality control team who provide a 100% quality check to ensure exceptional quality for your scanned images.  We scan all images in line with BS 10008:2020, to ensure legal admissibility for your electronic records. 

With a dedicated and data protection trained team, our permanent members of staff are vetted to BS 7858 standards. Scanning is what we do every day and our team is experienced in digitising bulk volumes of paperwork.  Working to high quality standards, with KPIs and quality scores in place, every job is performed efficiently using the world’s best technology. Cleardata’s bulk scanning services can always be counted upon to get the job done.



Bulk Document Services from Cleardata
Scanning <br> 160 million images per <br> annum
Scanning
160 million
images per
annum

Accredited and Trusted

Our Process

Cleardata’s advanced scanning bureau handles high-volumes of paperwork daily - receiving, sorting, scanning, and quality-checking with precision. Our trusted bulk scanning service ensures your documents are managed securely and efficiently.

Boxes can be collected using our tracked fleet. If you don’t have time to box up your documents, no problem, we offer a boxing up service and can even provide secure Cleardata archive boxes, featuring an integrated lid.
Unique barcode labels are applied to your boxes, enabling us to track your records throughout each stage of the bulk scanning process. Our team members have a unique ID barcode. Each stage is tracked by user, action, time and date.
Documents are prepped for scanning, with staples and paperclips removed, and sticky notes relocated to avoid hiding any data. Original low quality images are identified with a special header sheet and large documents separated. Sheets can also be applied to digitally file your data.
Scanning is performed using Kodak, IBML & Opex technology by our team of bureau operatives. We can scan in colour, mono or greyscale to any required DPI. Documents have OCR applied, to enable easy search and are digitised to BS 10008: 2020 standards. We don’t just scan documents at Cleardata, our specialist technology allows us to digitise microfiche, microfilm, aperture cards, large format drawings and even bound books or documents such as deeds. Our flatbed scanning area features a canon overhead camera, allowing us to digitise fragile documents.
Our quality control team carefully inspects for issues such as creased corners, misalignment, rotation, image distortion, or noise. If necessary, we perform rescans to maintain the highest level of accuracy.
Post bulk scanning, we can index digital documents using pre-agreed naming conventions, therefore giving you the ability to search and retrieve your information, efficiently, as and when needed.
Digital copies are securely returned via secure file transfer protocol (SFTP). We can provide a range of formats such as TIFF, JPEG or PDF, for your convenience. Alternatively Cleardata’s cloud document management system can be utilised, enabling staff to securely retrieve information.
Once your scanning project has been completed, your documents can be returned, archived or destroyed using our onsite shredding equipment.

Our bulk scanning services offer a wealth of benefits to a wide range of industries and sectors throughout the UK, including:

  • Maximising Office Space

    Valuable office space can be utilised for core business activities. Just think of what you could do with all the space created by getting rid of your filing cabinets and cupboards

  • Efficient Retrieval
    of Documents

    Converting paperwork to a digital format enables information to be found and retrieved quickly. Documents have OCR applied allowing keyword search. We can also efficiently index your documents to meet your needs and this means that staff no longer need to waste time searching through old archives to try and locate key information.

  • Business
    Continuity

    Information is backed up and protected against fire, flood and theft. If you only have physical, paper copies of your paperwork, then you run the risk of losing lots of important information should disaster strike. Protect your documents with our bulk scanning services

  • Improve Compliance

    Once your documents have been converted to a digital format, you can control access to them. Cleardata provides a cloud-based electronic document management solution that enables you to restrict document access by user, or role.

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

Our Scanning Technology

Cleardata’s bulk scanning services are completed using the latest modern scanning technology that are capable of digitising up to 700 images per minute.. Our bureau is fully equipped with high-production scanners along with specialist technology to allow the digitisation of large format documents, incoming mail, bound books, microfiche, film and aperture cards. The Cleardata fleet includes:-

IBML Fusion 7300

The worlds fastest, ultra-high volume intelligent scanner which uses air suction technology that reduces double feeds, jams and issues with flimsy documentation. Scans 730 pages per minute.

Kodak i5800 & i5850

High production scanning technology which features five ultrasonic double feed detectors. Scans 400 pages per minute.

Opex Falcon Scanners

Feature automatic envelope opening, conveyor belt scanning and indexing which is perfect for handling incoming mail.

Contex IQ Quattro X 4490

These large format scanners are perfect for capturing technical drawings, maps and plans.

ScanSnap SV600

Book Scanning Technology, able to scan bound books or notepads and delicate documents.

Overhead Canon Flatbed Camera

Our specialist flat bed scanning area allows us to capture fragile, large format or bound documents such as deeds easily.

Sunrise Apollo

This equipment digitises microfiche, microfilm and aperture cards. with crystal clear focus abilities.

Why Choose Us?

Account Management - We offer a personalised service with dedicated Account Managers and a Customer Service Team who are easily reachable via phone and email throughout the bulk scanning process.

Secure Premises - Our facilities are safeguarded with advanced fire and water detection systems, perimeter fencing, 24/7 CCTV surveillance and biometric access controls, ensuring security during our bulk scanning service.

Accredited - We are ISO certified, including ISO 27001:2022, ensuring the highest standards of information security. Our facilities are robustly protected, providing a secure environment for your data at all times

Scanning Technology - Our cutting-edge technology sets the standard in scanning, featuring state-of-the-art IBML, Kodak and Opex scanning hardware for unparalleled precision and efficiency during the bulk scanning process

Quality - With a strong focus on quality assurance, Cleardata guarantees exceptional scanned image quality using 300dpi resolution and advanced scanning technology. All images are digitised to BS 10008:2020.

Bulk Scanning - Our team digitises over 160 million images per year!

Cloud Document Management - Our tailored and secure Cleardox EDM (Electronic Document Management) system offers quick and effortless access to your digital documents.

IT Security - With an investment of over £1 million in IT and cybersecurity, you can be confident that we use the latest security systems to keep your records safe and secure at all times

  • 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

Security is built into our business...

Cleardata's premises are securely protected to ensure your documents are safeguarded at all times:-

  • Our premises have secure systems for entry/access

  • We have CCTV both inside and outside our facilities - providing 24 hour monitoring

  • Fire alerts are provided by our VESDA early warning system

  • Water alerts are delivered via our Hydrosense system.

  • Security control - we have security systems which are monitored around the clock

  • Buildings feature fencing around the perimiter.

Secure cleardata premises

Our IT Systems are top knotch!

In order to protect your digital documents we've invested in our IT and Cyber Security Systems.

  • The business is accredited to both Cyber Essentials and Cyber Essentials Plus

  • We have invested in secure cloud hosting via Microsoft Azure Data Centres

  • Systems are protected by Crowdstrike.

  • Our SEIM Solution is monitored and controlled by a UK located Security Operations Centre - Netitude.

  • We have Privileged Access Management.

Sustainability

Cleardata is committed to providing sustainable document management services throughout the UK. Our carbon reduction plan is in place with a pledge to Race to Zero and we’re working towards net zero by 2050, with a target of a 50% reduction in emissions by 2030. Our scan on demand services helps reduce physical journeys and carbon footprint for file retrievals, with files retrieved, scanned and digitally delivered.  Our North East facility features a 7.35kw, 32 solar panel system generating around 6000 KWH of electricity. 20% of our energy usage is from renewable sources.

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!

Check out our frequently asked questions to find out more about our scanning and digitisation process. If you need any more help, please call 0800 046 8081.

Our team will be happy to help.

Cleardata has a fleet of vehicles and can collect your documents from anywhere within the UK or Ireland.
Yes, our team uses a PDA device to record the volume of boxes collected or delivered. A collection or delivery note is provided to provide proof. This gives you and us proof that the documents were collected or delivered, together with a date and time.
Yes, Cleardata’s vehicles are tracked using Samsara technology, giving real-time locations. All vehicles have a cloud-linked dashcam to retrieve video footage.
Yes, Cleardata is externally certified to BS 10008:2020. Image control is important. If your documents were challenged in a court of law, you need to be able to demonstrate any changes made to the scanned image.
Yes, our Director of Compliance & Governance is a qualified Data Protection Officer.
This is both project and volume-dependent. Our team will discuss lead times as part of the onboarding and specification process. The company can produce high levels of productivity using efficient IBML, Kodak and OPEX scanning technology. Our bureau scans around 160 million images per annum.
Our specification team will note the required resolution as part of our specification process. Images can be scanned from 200 to 600 dpi, depending on your needs. All images are scanned in line with BS 10008 for legal admissibility.
Cleardata can scan most sizes of documents, including small-format tickets, receipts and expenses, large-format drawings, wide-format maps, plans and wallpaper. Document sizes include A0, A1, A2, A3, A4, A5, A6. We have scanned documents up to 4 metres in length.

How we can help!

Cleardata provides document management services and digital solutions to transform your business.

Facts & Figures

160 million

images digitised per annum

730

images scanned per minute

1 billion

documents stored

160

Cleardata employees

20 years

document management experience

Let’s get scanning!

Call our team on 0800 046 8081, or contact us to get started with your scanning project.