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Document Scanning

Cleardata provides high volume document scanning services. Our bureau is one of the largest in the UK and is equipped with leading edge technology, including IBML, Kodak and Opex scanners

Document Scanning Company

We can scan documents of any size, from small format to large format maps and plans.

Our state of the art equipment and high quality control processes ensure your records are digitised to the highest standards, reducing issues such as double feeds and rescans to almost zero. We scan all records to BS10008 for legal admissibility, allowing your documents to be used in a court of law if required. 

As well as digitisation, Cleardata offers digital mailroom services, intelligent data capture, secure archive storage and automated document processing. We can provide a blended combination of services and solutions to help your business go paperless, create efficiencies, reduce long term storage costs and improve compliance.  

We’re available over the phone and will support you throughout the digitisation process.  Speak to our team, call 0800 046 8081.

OCR Scanning Services from Cleardata
Scanning <br> 160 million images per <br> annum
Scanning
160 million
images per
annum

Accredited and Trusted

Our Process

Our modern document scanning bureau is combined with a secure archive storage and document shredding facility. Cleardata offers a combination of services and solutions to help manage your complete document lifecycle. We can help with digitisation, intelligent data capture. validation. automated document processing, secure storage and destruction.

Records are tracked throughout the entire digitisation process using barcode technology. Staff use personalised barcodes, providing an audit trail by action, time, user & date. A file count is also performed at the start/ end of each stage.
We have a fleet of vehicles available to collect your records from any UK location.  Cleardata can provide secure boxes, which feature an integral lid and also offer a boxing up service if required.
Our team prepares your documents for scanning by removing paperclips and staples, straightening corners, and adding headers for indexing.
Records are scanned using the latest technology. We digitise images from small (A3) to large (A0) formats. Our technology Includes IBML, Kodak, Opex, Contex IQ Quattro Large Format, Canon Flatbed, ScanSnap Book Scanning Technology and Sunrise Apollo Scanners for Microfiche/Microfilm.
Cleardata has quality assurance embedded in our processes with digital images checked by our operatives and by our scanning QC team. We address issues like folded corners, skewed images, and double feeds. Rescans are performed as needed.
Digitised records can be returned via secure file transfer or uploaded to Sharepoint. Alternatively, Cleardata offers a cloud-based EDM system providing flexible access to records. Post-scanning documents can be returned, archived, or shredded.

Our Benefits

Cleardata offers Document Scanning Services and Document Management Solutions throughout the UK, accredited to ISO27001:2022 for information security.

  • Paperless Office

    Enjoy a paperless office and reduce your storage costs.

  • Fast
    Search

    We can digitally index your scanned documents, enabling fast keyword search allowing you to save valuable time.

  • Free Up Space

    Make more room for additional workspace and increase productivity.

  • Agile Working

    Provide flexible access to your documents from any location, allowing modern working practices.

  • Improve Compliance & Security

    Restrict access to your digital records, improve GDPR compliance and protect from theft.

  • Backup paper records

    Digitise your documents and protect them from disaster, such as fire or flood.

Free Instant Quote Online!

For further details call 0800 046 8081 today or use our instant quote tool online now!

Trusted by 10,000+ Companies

Our Scanning Technology

Cleardata utilises the latest scanning technology. Our fleet includes IBML, Kodak, Opex, Contex, ScanSnap and Sunrise Apollo Scanners.

Bulk Scanning

Our IBML Fusion bulk scanning technology captures 730 pages per minute! We also utilise Kodak i5850s production scanners with Capture Pro technology.

Mailroom Scanning

Opex Falcon and Falcon Red Scanners which provide automated envelope opening, sorting and digitisation functionality.

Large Format Technology

Digitise large format maps, plans and drawings using our Contex IQ Quattro Scanners. These are perfect for capturing technical drawings.

Flatbed Scanning

Our specialist scanning bureau utilises Canon digital overhead cameras to allow documents to be scanned on a flat bed.

Microfiche & Microfilm

Using Apollo Microfiche and Microfilm Scanners we can digitise fiche, film and aperture cards.

Book Scanners

Our ScanSnap SV600 book scanners allow us to scan documents with a spine, such as books or notepads.

Why Choose Us?

Collection

Secure collection service using our fleet of tracked vehicles

Trust

We’re accredited to ISO standards including ISO27001:2022, providing the highest level of information secuirty. Our facilities are protected and secure.

Scanning Technology

We’re innovative in our technology. We set the standard in scanning!

Quality 


We provide the highest levels of quality assurance, ensuring excellence.

Legal Admissibility


All images are digitised in line with BS 10008:2020 for legal admissibility.

Bulk Scanning


We digitise over 160 million images each year!

  • Cleardata have quickly scanned around 150,000 legal files to an exceptional standard, with zero quality issues and great feedback from our legal team.

    Colin Jones, Group IT Director, Knights.

  • I've been really impressed by the services offered by Cleardata and their team has been a dream to work with.

    Supporter Care Manager, Asthma + Lung UK

  • It's been refreshing to collaborate with a company that consistently brings practical solutions to the table. From their Drivers to the Archive Team and Account Managers, the whole experience has been open and transparent.

    Group Head of IT, Simarc Property Management

We’re serious about document security

Cleardata has six modern, secure sites throughout the UK. Facilities are purpose built and feature Cleardata has six modern, secure sites throughout the UK. Facilities are purpose built and feature Cleardata has six modern, secure sites throughout the UK. Facilities are purpose built and feature Cleardata has six modern, secure sites throughout the UK. Facilities are purpose built and feature:-

  • Secure Entry System

  • 24 Hour Surveillance

  • Fire Detection

  • Water Detection

  • Security Systems

  • Perimeter Security

  • Climate Control

We’ve invested in our IT Systems & Security

Cleardata’s document scanning services are trusted by leading organisations and businesses. We’ve made significant investments in obtaining and maintaining a range of certifications to ensure the highest standards in various aspects of our operations. These include:

  • Cyber Essentials & Cyber Essentials Plus

  • Secure Locked Server Room

  • Microsoft Azure Data Centre

  • Crowdstrike Endpoint Detection and Response 

  • External SEIM Solution maintained by Netitude a UK based Security Operations Centre (SOC)

  • Privileged Access Management (PAM) solution.

Sustainability

Cleardata is committed to providing sustainable document management services throughout the UK. Our carbon reduction plan is in place with a pledge to Race to Zero and we’re working towards net zero by 2050, with a target of a 50% reduction in emissions by 2030. Our scan on demand services helps reduce physical journeys and carbon footprint for file retrievals, with files retrieved, scanned and digitally delivered.  Our North East facility features a 7.35kw, 32 solar panel system generating around 6000 KWH of electricity. 20% of our energy usage is from renewable sources.

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The document scanning bureau is combined with a secure storage and shredding facility.

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Case Studies

Read our latest customer case studies to find out more about our document scanning services.

We've got all the answers!

Check out our frequently asked questions to find out more about our scanning and digitisation process. If you need any more help, please call 0800 046 8081.

Our team will be happy to help.

Cleardata has a fleet of vehicles and can collect your documents from anywhere within the UK or Ireland.
Yes, our team uses a PDA device to record the volume of boxes collected or delivered. A collection or delivery note is provided to provide proof. This gives you and us proof that the documents were collected or delivered, together with a date and time.
Yes, Cleardata’s vehicles are tracked using Samsara technology, giving real-time locations. All vehicles have a cloud-linked dashcam to retrieve video footage.
Yes, Cleardata is externally certified to BS 10008:2020. Image control is important. If your documents were challenged in a court of law, you need to be able to demonstrate any changes made to the scanned image.
Yes, our Director of Compliance & Governance is a qualified Data Protection Officer.
This is both project and volume-dependent. Our team will discuss lead times as part of the onboarding and specification process. The company can produce high levels of productivity using efficient IBML, Kodak and OPEX scanning technology. Our bureau scans around 160 million images per annum.
Our specification team will note the required resolution as part of our specification process. Images can be scanned from 200 to 600 dpi, depending on your needs. All images are scanned in line with BS 10008 for legal admissibility.
Cleardata can scan most sizes of documents, including small-format tickets, receipts and expenses, large-format drawings, wide-format maps, plans and wallpaper. Document sizes include A0, A1, A2, A3, A4, A5, A6. We have scanned documents up to 4 metres in length.

What we do

We offer physical and digital document services and solutions with AI powered processing including:-

Facts & Figures

Let’s get scanning!

Call our team on 0800 046 8081, or contact us to get started with your scanning project.