Document Scanning Bureau
Document Scanning Company
Cleardata’s document scanning bureau is one of the largest in the UK, with secure onsite document storage facilities. The company is accredited to ISO27001
for Information Security, ISO9001 for Quality Management and Cyber Essentials. Our scanning bureau is one of the first to be assured to the new BS 10008:2014 standard for legal admissibility.
We are able to scan any size or type of document and we deliver solutions for many blue-chip businesses, public sector and NHS clients.
The company provides a 2 x 100% quality checking service and has a unique bureau management system, providing a secure audit trail for your documentation, recording information by user and process. Documents are quality checked during the scanning process and again by our dedicated quality checking team.
Cleardata can return your images in any required format. Data can be returned on CD, DVD, USB or Secure FTP. We also offer a low cost cloud document management solution and can upload your images to the cloud, enabling you to access your information from any location.
What can we scan?
Cleardata can scan any size of document or image from small format documents such as tickets or receipts, right up to large format drawings or plans. The
document scanning bureau is set up to provide bulk scanning, capturing over 4 million images each month.
Kodak scanners can handle documents quickly and easily, capturing over 410 images per minute, automatically recognising colour images and producing high-quality digital images. This technology provides exclusive paper feeding, easily handling documents of different sizes, weights and types to deliver high document scanning productivity. Cleardata’s scanning team are trained to handle documents securely and the company is accredited for quality managed systems.
Our large format scanning solution makes use of Canon technology and is capable of capturing images up to A0 in size, we regularly provide drawing scanning services for architects, contractors and utility companies.
Prior to scanning, documents are prepared by our bureau prep team, with all staples and paper clips removed. After the scanning process a 200% quality checking service is provided, with all images checked by two separate operatives. Documents can be digitally indexed by our IT team, using any required key fields. This enables you to find your digital documents quickly and easily using quick search functionality.
File scanning services are provided, records can be removed from lever arch files or ring binders as required. After scanning, paperwork can be returned to your business, stored in our secure archive facility or shredded at our site, to a high level of security.
Cleardata has scanned many types of documents, including: insurance claims; surveys; financial records; receipts; tickets and barcode labels. Our clients include blue chip companies, local authorities, pharmaceutical companies and NHS Trusts.
What about security? 
The document scanning bureau is combined with a secure storage and shredding facility. Security is paramount in all our processes and building features. We can provide a full audit trail throughout the scanning process from collection to completion thanks to our barcode management system. Documents are:
- Checked in using barcode technology
- Protected by VESDA early fire detection alert systems, Redcare security, biometric fingerprint entry and water detection systems
- Accessed only by Disclosure checked employees
- Cyber Essentials Plus certified
Sustainability
Cleardata’s scanning services can help your business reduce your carbon footprint.
- Allow employees to work remotely, providing agile working and reducing physical journeys
- Reduce photocopying and distribution of physical records.
Why Choose Us?
- Collection: Secure collection service using our fleet of tracked vehicles
- We’re accredited to ISO standards: ISO9001/2015 and ISO27001 for the highest level of information security
- We’re innovative in our technology: We set the standard in scanning, with the latest IBML & Kodak scanning hardware
- We provide a 2 x 100% quality checking service: Every document scanned is checked twice by our dedicated quality checking team to ensure the best quality scan possible.
- Legal Admissibility: Document scanned to BS 10008 for legal admissibility
- We scan over 11 million images every month: Our high volume scanners digitise millions of images using the latest technology
- We can output to any required format: Data can be returned on USB or Secure FTP
- Cloud document management solution: We offer a cloud document management solution. Scanned images can be uploaded to the cloud, providing flexible access to your information from any location. Arrange a demo.
Document Scanning Company 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 secure FTP
- Cloud Document Management Solution Option – we can upload your images to the cloud, providing full document management, flexible access and clever search functionality
- Records can either be returned, stored in our secure archive facility or securely shredded
Document Scanning Company – 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
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
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
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 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
Karbon Homes – Digitisation
Project Background Housing Association Karbon Homes serves the North East and Yorkshire, with a portfolio of
Warrington Borough Council – Scanning & EDM
Project Background Warrington Borough Council reached out to Cleardata looking for a solution to digitise
Enterprise Credit Union
Project Background Enterprise Credit Union is one of the largest and most successful community credit
Telford & Wrekin Council – Case Study
Project Background Telford & Wrekin Council approached Cleardata seeking an urgent back scanning solution 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.
