Scanning Preparation
Cleardata’s Scanning Bureau will prepare your documents for scanning. Upon arrival, files and documents are processed by our prep team.
Our expertly trained staff team go through a series of steps for every document, making sure it is ready for scanning. This in turn speeds up the scanning process and ensures images are captured to the highest quality.
Our process includes:-
- Removing paper clips, staples and other binding materials
- Checking all the paperwork edges are unfolded
- Checking for any paperwork tears or damage
- Aligning paperwork
- Adding barcode separators where appropriate
It is important to sort through all documents and files, ensuring that after removing the fasteners, the right paperwork stays together in the correct order.
We go through each individual page, ensure they are carefully aligned and divide files with our specialist bar code separators. These bar codes are crucial to the scanning process as they provide a notification to index the file at that point.
Scanning Services
Cleardata offer a range of scanning services for all document formats. We are able to digitise photos and architectural drawings, books and manuals, convert microfilm and large format documents.
We are a Kodak partner so we have only the highest quality machinery. Our scanners are capable of bulk scanning, capturing over 410 images per minute.
As an accredited company with years of experience, we have worked with a variety of clients from all industries. Our team have dealt with legal and medical records so understand the sensitivity and confidentiality needed when looking after client records.
Document Scanning Preparation Process
- Removing paper clips, staples and other binding materials
- Checking all the paperwork edges are unfolded
- Checking for any paperwork tears or damage
- Aligning paperwork
- Adding barcode separators where appropriate
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
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Knights – Digitisation & Storage
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Karbon Homes – Digitisation
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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.
