Secure Document Collection Services
SPS, formerly Cleardata, provides secure document collection services with UK-wide coverage, helping organisations safely transport confidential files, archive boxes and business records between offices, storage facilities and secure scanning bureaus. Our business is ISO 27001:2022 accredited for Information Security Management, demonstrating our commitment to protecting sensitive information throughout every stage of the document collection and transportation process.
Our document collection solutions support archive relocations, document scanning projects, offsite document storage and wider records management requirements for organisations across the UK.
Whether you require scheduled collections, same-day or urgent collections or support with high-volume archive projects, SPS delivers a fully managed service designed around compliance, operational efficiency and information security.
We work with organisations across healthcare, legal, financial services, education, construction, government and commercial sectors where the secure transportation of sensitive information is critical. Our experienced records management teams operate strict secure handling procedures to ensure confidential documentation remains protected throughout every stage of the collection and transportation process.
Unlike standard courier providers, SPS’s document collection services are specifically designed for confidential business records, helping organisations improve accountability, maintain compliance and reduce operational risk.
Accredited and Trusted
Secure Document Collection Process
Our document collection services for document scanning and archiving are designed to make your experience with us as convenient and as safe and secure as possible. From using tracked vehicles to storing documents in a secure facility, here’s how our document collection service works.
01
Logistics Planning
Our team will work with you to arrange a document collection schedule. We will ask you to complete our access form so we can understand access to your premises. If boxes are stored with a third party, we can work with your incumbent providers to sort out a collection plan.
02
Archive Box Delivery
If you opt to purchase secure SPS boxes, we will deliver these to you flat-packed.
03
Document Collection
SPS can collect your documents and archive boxes from any UK location. We have a fleet of vehicles operating throughout the country.
04
Boxing Up
SPS offers a file boxing up service. Our drivers are trained to pack up your files into boxes. This is a popular option. Drivers are uniformed and will work with your team as required.
05
Goods Receipt
Goods are checked into our vehicles using PDA technology, and we record each and every job collection with an electronic proof of signature.
06
Bar Code Labelling
Collected boxes are marked with barcodes that capture information like: company name, job phase and job number.
07
Archive Box Transport
Documents will be transported to our safe and secure facility in our securely tracked vehicles.
08
Check in
On arrival, archives are checked in using our barcode technology. Whether you’re using our scanning or archiving services, we record each and every stage throughout the process by user, time, action and date.
Our team will work with you to arrange a document collection schedule. We will ask you to complete our access form so we can understand access to your premises. If boxes are stored with a third party, we can work with your incumbent providers to sort out a collection plan.
If you opt to purchase secure SPS boxes, we will deliver these to you flat-packed.
SPS can collect your documents and archive boxes from any UK location. We have a fleet of vehicles operating throughout the country.
SPS offers a file boxing up service. Our drivers are trained to pack up your files into boxes. This is a popular option. Drivers are uniformed and will work with your team as required.
Goods are checked into our vehicles using PDA technology, and we record each and every job collection with an electronic proof of signature.
Collected boxes are marked with barcodes that capture information like: company name, job phase and job number.
Documents will be transported to our safe and secure facility in our securely tracked vehicles.
On arrival, archives are checked in using our barcode technology. Whether you’re using our scanning or archiving services, we record each and every stage throughout the process by user, time, action and date.
Nationwide Secure Document Collection and Archive Relocations
Managing physical records across multiple locations can be challenging, particularly when organisations are undertaking archive relocations, office consolidations, digitisation projects or storage migrations.
SPS provides nationwide document collection services tailored to organisations handling confidential information and large volumes of business-critical paperwork. We regularly support businesses with multi-site collections involving archive boxes, HR records, finance files, patient documentation, legal records and operational archives.
Our experienced teams coordinate collections carefully to ensure minimal disruption to business operations while maintaining secure handling procedures at every stage of the process. Whether you require a one-off archive collection or ongoing scheduled collections, we provide flexible services designed around your operational requirements.
We can coordinate:
scheduled collections
same-day or urgent collections
multi-site collections
archive relocations
high-volume archive projects
office archive transfers
scanning project collections
storage provider migrations
This flexible approach allows organisations to streamline records management processes while maintaining security, accountability and operational control.
Secure Chain of Custody and Barcode Tracking
For organisations handling confidential records, maintaining a full chain of custody throughout document transportation is essential. SPS operates strict security and audit procedures designed to ensure all records remain secure, traceable and fully accounted for throughout transit.
Our services include barcode tracking, PDA audit logging and GPS vehicle monitoring, enabling every archive box and document batch to be tracked from collection through to final delivery. This full chain of custody approach helps organisations maintain compliance with GDPR, information governance standards and internal audit requirements.
Every collection is managed using secure handling procedures that minimise the risk of document loss, unauthorised access or compliance breaches. Our secure collection fleet is designed specifically for transporting confidential business records, helping organisations maintain complete visibility throughout the transportation process.
By using barcode tracking and auditable collection processes, businesses can improve accountability and ensure sensitive information is protected at every stage of the records management lifecycle.
Driver Vetting Standards and Information Security
SPS understands the importance of handling confidential records securely and professionally. All collections are carried out by trained personnel operating under strict driver vetting standards and secure document handling procedures.
Our teams are experienced in transporting sensitive business information, including patient records, legal files, HR documentation, financial records and commercially sensitive archives. We follow robust operational procedures designed to reduce risk and maintain confidentiality throughout every collection.
Because document transportation often forms part of wider compliance and governance processes, we place significant emphasis on accountability, auditability and information security. Our procedures are designed to help organisations maintain confidence that records are being transported safely, securely and in accordance with industry best practices.
Integration With Scanning, Storage and Shredding Services
Many organisations require more than simple document transportation. SPS’s services provide integration with scanning, storage and shredding solutions, helping businesses manage the complete document lifecycle through a single trusted provider.
Following collection, records can be securely transferred for:
This integrated approach helps organisations reduce reliance on paper-based processes while improving accessibility, compliance and operational efficiency.
By combining document collection with scanning, storage and secure destruction services, SPS helps businesses simplify records management and reduce the administrative burden associated with managing physical archives.
Industries We Support
SPS supports organisations across a wide range of sectors where secure document transportation and compliance are critical.
Healthcare Document Collection
We support NHS trusts, private healthcare providers and medical organisations with the secure collection of patient records, medical files and confidential healthcare archives.
Legal File Collection
Our services help law firms and legal departments securely transport deeds, contracts, wills, case files and confidential legal documentation.
Financial Services Records Collection
Banks, insurers, accountants and financial organisations rely on SPS for the secure movement of invoices, statements, customer records and compliance documentation.
Construction and Engineering Archives
We help construction companies and engineering firms manage archive relocations involving project documentation, site records, health and safety files and technical drawings.
Public Sector and Education
Local authorities, schools, universities and government organisations use our services to securely transport archived records and support information governance initiatives.
Why Secure Document Collection Matters
The transportation of confidential paperwork presents significant compliance and operational risks if not managed correctly. Businesses handling sensitive records must ensure documents remain protected throughout every stage of the collection and transportation process.
Poorly managed document collection procedures can result in:
GDPR breaches
lost or misplaced files
unauthorised access to confidential information
compliance failures
reputational damage
incomplete audit trails
SPS’s secure document collection services are designed to minimise these risks through secure handling procedures, barcode tracking, full chain of custody monitoring and carefully managed operational processes.
By outsourcing document collection to a specialist provider, organisations can improve efficiency, reduce internal administrative burden and ensure confidential information is transported securely and compliantly throughout the UK.
Archive Storage Boxes
SPS’s archive boxes are delivered flat-packed and feature an integral lid. Boxes are strong and feature the ability to be securely sealed. We offer a boxing-up service if needed.
Our Benefits
SPS offers Document Scanning Services and Document Management Solutions throughout the UK, accredited to ISO27001:2022 for information security.
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Trusted by 10,000+ Companies
Why Choose Us?
Experience
We have experience across the NHS, public and private sectors. We strive to offer a secure service, assured to the latest standards
Accredited standards
We’re accredited to ISO standards including ISO27001:2022, ISO 22301, ISO9001, Cyber Essentials and Cyber Essentials Plus, providing the highest level of information security.
Security
Our facilities are protected by enhanced security systems along with biometric entry systems, a very early fire detection alert system, Hydrosense water detection, 24-hour monitored CCTV and secure perimeter fencing.
Customer service
SPS provides a dedicated Account Manager for each customer who is available by phone or email. As an SME, we pride ourselves on offering a personal service. We also have a customer service team available to answer your queries.
Fast retrieval
Store your documents offsite and receive fast digital retrieval via our scan-on-demand service.
Sustainability
SPS’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.
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.
Facts & Figures
What we do
We offer physical and digital document services and solutions with AI powered processing including:-
Save space and store archives offsite!
Call our team on 0800 046 8081, or contact us to get started with your archive storage needs.