Cloud Document Management
Cleardata’s Cleardox EDM cloud document management solution offers secure on line document management for businesses. Providing flexible access to information for multiple users from any location, using a web browser. The cloud solution features include:-
- Index and classify documents – Save documents to folders with inherent metadata to ensure documents are indexed and classified in a consistent manner each and every time. Metadata fields can be made compulsory to meet your compliance needs.
- Fast, search functionality enabling the user to save favourite searches. Cleardox features keyword, wildcard and advanced search functionality, with the ability to save favourite searches to enable users to personalise their experience. Documents can be viewed within the system using an in built viewing tool. Our PDF viewer allows you to view bookmarks and copy OCR text.
- Version control and Audit Trail – View a full audit trail by company, department or user. Provides detailed activity by date, time, user and action. Document version control by version number, size, created by, date and current version. With the ability to view/add version at a document level.
- User and group management – Admin centre to enable easy management of user profiles and group document access permissions.
Cloud document storage is an ideal solution for companies who need to access their documents and information from multiple locations. With employees based in different regions, subsidiary companies, working from home or out in the field, documents need to be available instantly to operate efficiently and in a timely manner.
Available at a low monthly cost per user, this cloud document management solution can be accessed instantly, with no costs upfront for hardware or software installation. All your users need is access to the web using a standard browser.
This solution will tick all your boxes for compliance, providing an electronic audit trail for your document management and offering secure access at a user level. The system is stored on secure UK based servers, with password protected access. Enabling you to zone off your documents securely, only allowing access to those employees with the relevant permissions.
Why Choose Us
- Our document experts are prince2 trained so can help analyse your existing paper processes and provide a solution to suit your business
- We operate a state of the art scanning bureau and can help digitise any amount of back archives, clearing up your office space and helping you to move to a paperless environment
- Accredited to ISO27001 for information security, we can help ensure your data protection and compliance requirements are delivered securely
- Backed up by an excellent IT team, we’ll help with training and implementation; and make sure images are output in a format compatible with existing office systems
- Customer service, we’re a friendly team and will look after your business
- For further information on our cloud document management solution, please call 0800 046 8081.
Process
- Get in touch to tell us how many users you have and your document requirements
- Our team can digitise your back archive of documents or provide regular daily or monthly scanning, indexing and uploading your paperwork into the cloud for you – we have a professional scanning bureau capable of capturing 4 million images per month so can handle bulk scanning requirements
- You can digitise your documents yourself, index and upload
- The cloud solution can host multiple document types
- Documents can be accessed from any location using a web browser
- Documents can be viewed in their original format, e.g. word, excel, powerpoint, pdf
- Fast search and retrieval using meta data
- A full electronic audit trail is provided
- Secure access and password permissions down to a user level
Benefits
- Fast, flexible access to your information
- Free your office space from paperwork
- Secure your documentation digitally, providing user access controls
- Find your documents quickly, using a simple keyword search
- Audit your electronic document management
Cleardata helps us to provide fast document processing and a high standard of customer services. They took the time to understand our business needs and meet our daily KPI requirements. Their team are friendly and are always happy to help.
Manager,
Atom bank
Cleardata have an efficient and effective team of dedicated staff who are passionate about the high-quality service they provide. All scanning carried out by Cleardata has been of a high standard.
They have dealt with a variety of formats and documents of different quality – some of which have been delicate,.. Read More
Project Officer,
Northumberland County Council
Managing our personnel files using Cleardata’s Document Management Software means we’re able to access records far more quickly and reduces time spent on searching through our old paper based files, which in turn keeps our staff happy.
The system acts as a central repository for all HR records, which is important to the business.. Read More
HR Manager,
Virgin Care
“We were really pleased with the service received, from our initial appointment all the way through to collection of the files.
Cleardata were very professional and helpful. We have found it very simple to obtain copy files when necessary.”
Director,
Kirkham Legal
Cleardata have always been extremely efficient with processing and sorting all of our mail, scanning and digitally sending them every day. The quality and speed of the scanned images are above and beyond of what we could achieve internally.
A very welcomed addition to our administration processing.
Implementation Projects Manager,
Premier Pensions
“Cleardata’s invoice processing system has had a very positive impact in our Accounts team. We are saving huge amounts of time, as well as saving paper and money. Our customers are receiving their invoices soon and because it’s in a better format than before, they’re paying sooner!
We now spend less.. Read More
Finance Manager,
Orona
“We find Cleardata’s new archiving system very easy to navigate and very user friendly.
Because we can now access all requests on-line it allows us the opportunity to access the system out of hours which is a very positive move for us as sometimes documents are requested after business hours.
The retrieval.. Read More
Office Administrator,
Clyde & Co
Cleardata were selected to digitise 3500 Large Format Plans for Telford & Wrekin Council’s Neighbourhood & Customer Services Department.
The company were awarded the project, due to their capability to quickly covert the large format documents within the Council’s two week deadline.
The process was quick and easy and the service we.. Read More
Street Lighting Technician,
Telford & Wrekin Council
Cleardata reviewed Virgin Care’s existing manual invoice processes to cope with increasing demand, 32 different legal entities, reduce manual invoicing tasks and improve our digital invoice quality.
The transition to a fully outsourced service was much smoother than expected. Cleardata have been an absolute pleasure to work with and the time.. Read More
Finance Team,
Virgincare
I would like to say on behalf of everyone at PharmAthene UK, a huge thank you for all your hard work with our documents!
A more professional company we could not have found. The speed and quality of your work has been commented and complimented on by everyone here.
Our team were.. Read More
Quality Manager,
PharmAthene
Cleardata were selected as United Utilities scanning partner for the digitisation of 25,000 large format reservoir drawings.
We chose them on the basis of the quality and security of their services.
The scanning service was delivered ahead of schedule and I’ve had lots of feedback about the scanned images. Everyone thinks the.. Read More
Kate Luxton,
United Utilities
Cleardata have always shown flexibility and adaptability to Peabody’s changing archive storage requirements.
Communication has been excellent. The team are always willing to answer questions and provide prompt information.
The quality of the document scanning has also been excellent, allowing Peabody to commence a process of paper destruction with confidence.
Cleardata has consistently.. Read More
IT Programme Manager,
Peabody
Cleardata has provided LSG with a secure digital mail room solution that has helped us to significantly reduce our processing costs, secure our confidential data, go paperless and speed up our overall insurance claims processing.
This project was key to our business operation, so a number of service levels and KPI’s.. Read More
LSG Project Manager,
Lifestyle Services Group
We had an event which meant that staff were unable to enter our building for 48 hours. Being a law firm we love our paperwork and we soon realised even though we could connect up to our IT systems with no problem, staff were unable to work without their paper.. Read More
IT Service Manager,
Harrowells Solicitors
We selected Cleardata due to their impressive reputation in managing medical records storage and scanning services for NHS Trusts. We were delighted that they were able to integrate their service with our new document management system, as it allows us to securely request records much faster than we were able.. Read More
Vishal Chohan,
West London Mental Health
Knights – Digitisation & Storage
Project Background Knights is the UK’s fastest growing regional legal services business. With offices throughout
Karbon Homes – Digitisation
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believe housing – scanning & data migration
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Syngenta – Invoice Processing
Background Syngenta is a leading global provider of agricultural science and technology, primarily relating to
Our business is built on quality, information security and innovative processes. Cleardata is GDPR Compliant and has been awarded ISO9001, ISO27001, BS 10012, Cyber Essentials Plus and BS10008:2014. We pride ourselves on our awards and accreditations. See all our accreditations
Cleardata offers document scanning and archive storage in a secure, accredited facility.
