Back Scanning Services
Cleardata’s scanning bureau provides Back Scanning Services throughout the UK to customers in a wide range of business sectors. Back Scanning is used when a company has large volumes of documents which have been archived on-site or in a paper based document storage facility.
When we start working with a new customer it is common for us to scan their back dated paperwork, digitising these old documents to enable faster retrieval and added security for the future. It often works alongside an on-going document scanning strategy, where we digitally capture any new documents coming in, and create a digital file storage facility containing all old and future paperwork.
We provide Back Scanning Services for one off projects, for companies who are looking to convert all their paperwork into digital format. Cleardata has an experienced team who can review your existing documentation, including back archives and incoming paperwork and provide a cost effective solution to digitise your records. We provide digital mail room services, converting 3 million images every month to digital format and offer cloud document management solutions.
Our cloud system, offers document management and workflow solutions, enabling staff to access information from any location, using a web browser. Documents can be indexed in any required format to enable users to find information quickly and easily using a simple keyword search facility. Invoices or other document types can be routed to the right person in your business, with fast approval or review buttons an option. Eforms can also be set up to automate documents such as holiday forms or operational tasks.
Why use Back Scanning?
There are many reasons to scan a company’s documents and produce a digital copy:
- Scanning your documents frees up valuable office space. 28 filing cabinets can fit onto 1 dvd!
- Save time and money searching for paper records
- Find digital records quickly and easily
- Re-utilise office space for core business activities
- Back-up and protect your information and paperwork
- Added security
What about security?
The bureau is combined with a secure document storage and shredding facility. Security is paramount in all our processes and building features. Documents are:
- Checked in using barcode technology
- Stored in an argon gas protected area
- Protected by VESDA early fire detection alert systems, Redcare security, biometric finger print entry and water detection systems
- Accessed only by Disclosure checked employees
Why Choose Us?
- We’re accredited to ISO standards: ISO9001/2008 and ISO27001 for the highest level of information security
- We’re innovative in our technology: We set the standard in scanning, with the latest scanning hardware and storage capabilities.
- We provide a 200% checking service: Every document scanned is checked twice by our dedicated quality checking team to ensure the best quality scan possible.
- We scan over 150,000 images a day: With over 3 million images being scanned every month, it’s clear we’re doing something right!
Back Scanning Services Process
- Records collected from UK location using our securely tracked fleet of vehicles
- Documents checked in using bar codes
- Information is stored in our argon gas protected room
- Records are prepared for scanning, staples and paper clips removed
- Bureau team digitise your paperwork
- Image quality is checked by two separate operators
- Digital indexing completed
- Documents output to required digital format by our IT team
- Clients can choose to have digital images output via CD, DVD, memory stick or on-line document management system.
- Records can either be returned, stored in our secure archive facility or securely shredded
Back Scanning Services – Benefits
- Scanning your documents frees up valuable office space. 28 filing cabinets can fit onto 1 dvd!
- Save time and money searching for paper records
- Find digital records quickly and easily
- Re-utilise office space for core business activities
- Back-up and protect your information and paperwork
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
Telford & Wrekin Council – Case Study
Project Background Telford & Wrekin Council approached Cleardata seeking an urgent back scanning solution to
St Helens Council
Project Background St Helens Council approached Cleardata for an onsite scanning project to digitise Social
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.
