Document Digitization

Document digitisation services are a great way of preserving paper documentation in a compliant manner with Cleardata. We strive to expertly and meticulously capture important data and information, depositing it in a central repository with flexible-yet-secure access from multiple locations at any time throughout the day. Whether your documentation is live or archived, document digitisation services will give you a way of ensuring information is available when you need it, but that it’s also protected from potential risks such as fire, flood or theft.

Document digitisation services you can trust

Cleardata’s document digitisation services allow you to complete one-off back scanning projects, such as regular daily or monthly scanning. This helps to ensure that all documents are digitised, from archived paperwork to incoming mail items, including invoices or claim forms, for instance.

Our secure document digitisation services, together with our specialist bureau in general, is accredited for Information Security and Quality Management Systems. This means that our clients, regardless of the sector or industry you work in, will have complete peace of mind that documents will be digitised with care, precision and due diligence in mind every single time.

With a state-of-the-art fleet of high-quality document digitisation equipment and scanners, Cleardata can scan a multitude of documents, ranging in size, style and format. Bulk document digitisation is our area of expertise, allowing us to serve even the largest of companies and organisations including the NHS.

The process involved with our document digitisation services from Cleardata involves the following steps, making for a convenient, safe and efficient way of digitising documents, regardless of its shape, size or nature:

  • Collection – we have a collection of safe, secure and tracked vehicles that will transport your documents from your premises to our bureau
  • Check-in – we will record and supply you with a full audit trail throughout all processes, both for the benefit of our clients and for our own reference, enabling us to give you the best possible customer service when it comes to document digitisation
  • Preparation – our fully-trained team will work tirelessly to prepare your documents to ensure quality and easy-to-read imagery when it comes to document digitisation. This includes removing paper clips and staples, for example
  • Scanning – this performs the digitisation function, creating a digital copy of your original documentation that will be kept safe and secure for the rest of its lifetime, enabling us to seamlessly comply with GDPR regulations
  • Quality checking – our expert team will then assess and inspect the digital documents, checking for any blemishes or areas that have become compromised
  • Indexing – this involves the filing away of the digital documents, making sure it’s kept secure but enabling clients to have 24/hour access to it at any time of the day or night, and from any location
  • Digital output – one of the last steps in the document digitisation service we offer, this is just another benefit of choosing Cleardata
  • Data return – we are able to return your original documents, if requested, as safely and as securely as when we collected them initially

Why choose Cleardata for document digitisation services?

Cleardata has an extensive collection of modern and innovative document digitisation machinery, meaning that OCR (Optical Character Recognition) can be applied during the document digitisation process, making the content of your documents searchable. This makes it both quicker and easier to find the information you’re looking for at any given time.

The document digitisation services from Cleardata are performed with industry-leading technology, enabling documents to be digitised as quickly and as effectively as possible. When it comes to our document digitisation services, the Cleardata bureau primarily operates using Kodak technology, ensuring high-quality imagery and efficient digitisation of paperwork. In addition to investing in the latest technology, Cleardata recently became the first UK company to invest in the latest IBML scanner, which captures around 720 images per minute.

Something else that sets us apart from the crowd is being able to collect and send documentation in a variety of different sizes and formats. Whether you’re sending your paperwork in preparation for document digitisation or wish to have it back at the end of the process, we can deal with:

  • Encrypted USB, Hard Drive, CD or DVD
  • SFTP (Secure File Transfer)
  • Documents uploaded to our Cleardox EDM (Electronic Document Management System)

Cleardox EDM is the ideal way to manage the lifecycle of your documentation, all while they’re being held in a safe and secure cloud-based location. It’s also GDPR-compliant, providing version control and a full audit trail for added peace of mind. If, however, you do not wish to receive back your documentation, we can either archive it or shred it – whichever works best for you.

If you would like further information about our document digitisation services, whether you have any questions or would like to initiate this fast and effective process for the benefit of your own business, then get in touch with a member of our highly-skilled, professional team today – we’re always pleased to hear from you.

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Benefits of document digitization:

  • Save time, money and office/storage space
  • Save time searching for documents and key information
  • Maintain your records in a compliant online environment
  • Protect files from damage through fire, flood or theft
  • Access your documents from any device with an internet connection 24/7 365 days a year
  • Easier document sharing
  • An increase in business flexibility