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FAQs

Read our FAQs to find out answers to common questions about our document management, digitisation, mailroom, archive storage, data capture and automated document processing services.

Accounts Payable

Automated accounts payable is the process of digitising and processing invoices using automation technology. It reduces manual input, improves accuracy and enables faster payment processing.
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Aerospace

Aerospace document management refers to the secure organisation, storage and retrieval of critical aviation records, including engineering drawings, maintenance logs and compliance documentation. In a highly regulated industry, effective aerospace document management ensures that information is accurate, accessible and audit-ready, helping organisations maintain airworthiness standards and meet strict regulatory requirements.
Aerospace document scanning converts paper-based records into secure digital formats, making it easier to manage, track and retrieve critical information. By digitising documents such as airworthiness certificates, MRO records and technical manuals, organisations can improve traceability, reduce the risk of data loss, and ensure compliance with aviation regulations through structured, searchable archives.
Yes, when carried out correctly, digitised documents are fully suitable for audits and inspections. High-quality aerospace document scanning ensures that records are clear, complete and securely stored, with full audit trails in place. This enables organisations to quickly provide evidence of compliance during inspections and maintain confidence with regulators.
Security is a critical component of aerospace document management. Documents are handled within secure, access-controlled environments, with encryption, secure data transfer methods and strict information governance protocols in place. This ensures that sensitive engineering and compliance data remains protected at all times.
A wide range of aerospace documentation can benefit from digitisation, including maintenance logs, technical drawings, aircraft manuals, compliance records, parts traceability documents and historical archives. Aerospace document scanning enables these records to be preserved digitally while improving accessibility and reducing reliance on physical storage.
By digitising and organising documentation, aerospace document management reduces time spent searching for records, minimises manual handling and improves collaboration across teams. With instant access to accurate information, organisations can streamline workflows, support faster decision-making and maintain consistent operational standards.
Yes, Cleardata specialises in both high-volume and lower-volume projects, providing scalable aerospace document scanning and management solutions. Whether you’re digitising legacy archives or implementing ongoing document workflows, services can be tailored to meet the specific needs of aerospace organisations.
Digital records are easier to store, back up and manage over long periods, which is essential in aerospace where documentation may need to be retained for decades. Aerospace document management ensures records remain accessible, legible and protected against physical degradation, supporting both compliance and historical reference requirements.
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AI & Automation

Absolutely. We work closely with your team to map out your existing processes and design tailored, automated workflows that align with your specific business rules and governance needs.
Yes. Cleardata’s automation solutions are designed to integrate with most ERP, CRM, and case management systems, including SAP, Oracle, Microsoft Dynamics, Salesforce, and many industry-specific platforms.
Yes. We provide comprehensive onboarding, training, and ongoing support to ensure your team is confident using the automated systems and you’re getting maximum value from your investment.
AI enhances accuracy and efficiency by automatically reading, classifying, and extracting data from complex, unstructured documents — eliminating manual data entry, reducing errors, and speeding up processing times.
Simply contact us to arrange a discovery call. We’ll explore your needs, recommend the right solutions, and provide a roadmap for implementation tailored to your business.
Project timelines vary depending on complexity, but we typically deliver pilot solutions within 6–12 weeks. Full deployments are scoped carefully to ensure smooth integration and minimal disruption to your operations.
Data security is paramount. Cleardata’s automation platforms operate within ISO 27001 certified environments, with strong encryption, access controls, audit trails, and regular security monitoring to protect sensitive information.
No. Our goal is to use AI and automation to augment your teams, not replace them — freeing up staff from repetitive tasks so they can focus on higher-value, customer-focused or analytical work.
Key benefits include faster processing times, reduced manual effort, improved data accuracy, enhanced compliance, better audit trails, and the ability to scale operations without proportionally increasing headcount.
We deploy a range of cutting-edge tools, including Tungsten Automation TotalAgility (KTA), intelligent document processing (IDP), UI Path robotic process automation (RPA), and AI-powered data extraction and classification technologies.
We help automate document-driven processes such as inbound mail handling, invoice management, email processing, staff or client onboarding, and complex workflows. Our solutions can be tailored to your sector-specific needs, whether you’re in legal, financial services, healthcare, or manufacturing.
The e-signature platform offers automated document signing and e-witness signing. Geolocation is provided to ensure witnesses are within 10 metres of the signer, providing enhanced compliance for remote document signing.
Yes. Intelligent document processing systems can handle varying volumes of documents, as they’re designed to scale. This means that, regardless of the number of documents you have to process, from hundreds of documents a day to thousands per week, AI document processing has the ability to support high-volumes while still maintaining speed and consistency when you need it most.
Yes. AI document processing services from Cleardata can integrate seamlessly with ERP platforms, finance software, CRM systems, HR systems, document management systems and more. The extracted data can then be automatically exported into existing workflows. This therefore reduces duplication and the need for manual intervention, giving teams more time to focus on value-added tasks.
AI significantly reduces the need for manual processing. While this reduces human error, human oversight can still play an important role in the quality control, compliance review and general handling of those documents. With this in mind, many organisations will take a hybrid approach, combining human validation with automation as and when needed.
The accuracy of AI-powered data extraction depends on numerous factors. These include document structure and quality. However, when AI-powered data extraction is combined with OCR technology, the accuracy achieved is second-to-none, ensuring very high data extraction rates in the process. Validation rules and human review workflows can also be expertly built into the overall process. This enables data accuracy and compliance for critical operations that businesses, companies and organisations always rely on.
Combining machine learning with OCR technology, AI document processing ensures that algorithms can do the following: -Recognise both handwritten and printed text -Automatically extract key data fields -Classify various document types, including forms, contracts and invoices -Validate and structure data so it can be integrated into business systems accordingly Eventually, machine learning models will help to improve overall accuracy. It does this by learning from document corrections and patterns.
Implementation timelines will vary. This depends on a number of things, including integration requirements, document types and complexity. Here at Cleardata, we will assess your document workflows during an initial consultation and provide a tailored implementation plan. This will be aligned directly with your individual operational needs for added peace of mind.
Security is critical when it comes to AI document processing. Cleardata offers a secure Microsoft Azure environment. Documents are protected, with controlled access, cyber security, defined retention policies and encrypted transfers. This is why AI document processing and automation is so beneficial for sectors like healthcare, legal services, public sector organisations, finance, insurance and many more that are heavily regulated.
By adopting AI document processing in the UK, British companies, businesses and organisations can do the following things to benefit them and their processes: -Reduce the need for manual data entry -Improve processing accuracy -Boost processing speed -Lower operational costs -Minimise human error -Enhance compliance processes -Aid in audit trails -Speed up turnaround times AI document processing supports a company’s digital transformation. It benefits those organisations because it has the ability to automate document-heavy workflows accordingly.
AI document automation has the ability to benefit a wide range of different industries and sectors to carry out a range of processes. It’s especially useful for sectors that are highly-regulated. As such, AI document automation is used in: -Accounting -Finance -Healthcare -Insurance -Legal services -Logistics -Supply chain -Public sector organisations Any company with intensive document workflows can benefit from AI-powered data extraction and document workflow automation.
AI-powered document processing, also referred to as Intelligent Document Processing (IDP), uses a combination of artificial intelligence (AI), Optical Character Recognition (OCR), and machine learning to extract, classify and process data from documents automatically. Enabling businesses to automate manual data entry also helps them to improve document workflow efficiencies throughout various departments, industries and sectors.
Cleardata’ AI document processing services can effortlessly handle a variety of both unstructured and structured documents, including: -Purchase orders -Invoices -Application forms -Legal agreements -Contracts -Delivery notes -HR records -Claims -Case files -Financial documents Both paper (after the scanning process has been completed) and digital files, including PDF, email attachments and images, for instance, can be processed efficiently and accurately.
Yes. We offer process assessments and automation workshops to help you identify the highest-value use cases within your organisation — focusing on areas where automation can deliver the greatest ROI.
Yes, we can automate responses to your suppliers based on missing information. For example, an email notification stating No PO, No Pay.
The e-signature platform offers automated document signing and e-witness signing. Geolocation technology is provided to ensure witnesses are within 10 metres of the signer, providing enhanced compliance for remote document signing.
We provide a secure environment for invited users to electronically sign, or provide a witness signature for documents online. The platform uses Advanced and Qualified electronic signatures, supported by robust authentication tech, to ensure electronic signatures are legally enforceable and compliant with applicable standards.
Our secure platform can check names, signature authentication and documents using both Advanced and Qualified E-signatures. The technology ensures high standards for both legal and security purposes. Passports can be verified, using NFC eChip and the system offers geolocation tracking to ensure witnesses signatures are within a 10 metre range of the signer.
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Archive

Yes, Cleardata boxes are exceptionally strong and feature an integral lid as part of the design. Boxes are delivered flat-packed. Please ask for details, or contact your Account Manager.
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Automotive industry

Automotive document management refers to the secure storage, organisation, digitisation and retrieval of business records used throughout the automotive industry. This can include vehicle records, warranty documents, compliance paperwork, dealership contracts and manufacturing documentation.
Automotive document scanning converts paper records into searchable digital files, enabling employees to retrieve information instantly. This reduces manual administration, improves customer response times and minimises the risk of lost or misplaced documents.
Yes. Cleardata specialises in high-volume document scanning projects and can digitise large automotive archives securely and efficiently from our dedicated scanning bureau.
Yes. Cleardata operates secure UK facilities and follows strict information security procedures to protect sensitive customer, operational and compliance documentation.
We can scan and digitise a wide range of automotive records, including service histories, MOT records, finance agreements, warranty claims, HR files, supplier documents and manufacturing records.
Yes. Digital document management systems improve audit readiness, document retention management and GDPR compliance by providing secure access controls, tracking and searchable records.
Yes. In addition to automotive document scanning, Cleardata provides secure storage, scan on demand retrieval, workflow automation and cloud document management solutions.
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Charity sector

Charity document management refers to the secure storage, organisation, retrieval and management of documents used by charities and non-profit organisations. This can include donor records, safeguarding files, volunteer documentation, financial records and governance paperwork.
Document management helps charities improve efficiency, reduce paper storage costs, enhance data security and provide faster access to important records. Digital document systems also support remote working and improve collaboration between teams.
Yes, when implemented correctly. Cleardata provides secure document management solutions designed to support GDPR compliance, secure access controls, retention policies and audit trails for sensitive charity data.
Yes. Cleardata provides secure charity document scanning services for both archive and day-forward scanning projects. We can digitise paper records and convert them into searchable digital files for easier management and retrieval.
We can digitise a wide range of charity records, including donor files, Gift Aid forms, safeguarding records, volunteer applications, financial documents, trustee records, membership forms and fundraising documentation.
Yes. Cleardata uses secure UK infrastructure, encrypted systems and strict information security processes to help protect sensitive charity and donor information.
Yes. Digitising paper records can significantly reduce the need for physical storage space, offsite archive costs and manual document handling, helping charities improve operational efficiency and reduce overheads.
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Construction Sector

Construction document control is the process of managing, organising and tracking project documentation such as drawings, plans and compliance records throughout a construction project. It ensures that all stakeholders are working from the latest, approved versions of documents while maintaining a full audit trail of revisions and changes.
Document control is essential in construction because projects rely on accurate and up-to-date information. Poor document control can lead to outdated drawings being used on-site, resulting in costly errors, delays and rework. A structured approach ensures consistency, accountability and compliance across all project stages.
Drawing revisions are managed through structured version control processes that track updates, approvals and distribution. Each revision is recorded and clearly labelled, ensuring that only the most current version is used on-site while previous versions are securely archived for reference and audit purposes.
Yes, large format construction drawings, including A0, A1 and A2 plans, can be digitised using specialist scanning equipment. This allows physical drawings to be converted into high-quality digital files that can be securely stored, accessed remotely and integrated into document management systems.
Construction teams can access documents on-site through secure digital document management systems that provide remote access via mobile devices, tablets or laptops. This ensures that site teams always have access to the latest drawings and project information in real time.
A wide range of construction documents can be managed digitally, including technical drawings, contracts, health and safety records, RFIs, project correspondence and operation and maintenance manuals. Digitisation allows all project information to be stored in a centralised and structured system.
Document management improves efficiency by reducing time spent searching for information, minimising errors caused by outdated documents and enabling faster communication between teams. It ensures that accurate information is always available, supporting better decision-making and smoother project delivery.
Yes, when implemented correctly, construction document management systems include security measures such as controlled user access, encryption and audit trails. This ensures that sensitive project information is protected and only accessible to authorised personnel.
Document management refers to the storage and organisation of documents, while document control focuses on managing document versions, approvals and distribution. In construction, document control is a critical function that ensures all stakeholders are working from accurate and approved information.
Yes, effective document management supports compliance by maintaining accurate records, tracking document changes and ensuring that required documentation is easily accessible for audits. This is particularly important for health and safety, legal and regulatory requirements.
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Digitisation

No. This is because Cleardata have a dedicated preparation team on hand to prepare documents on your behalf. They will remove paperclips, staples and other objects that may obscure or negatively impact the quality of the image. Documentation will then be passed on to our scanning team. This process also allows for the opportunity to repair documents that are torn. In addition, any Post-it notes can be removed and placed on the back of the document to prevent obscurement of information. Cleardata is proud to handle the entire scanning process, from the initial boxing up and collection of paperwork to the return of your digital data.
Document scanning converts physical documents into digital files using dedicated document scanners. Once digitised, documents can be stored in safe and secure document management systems. This enables round-the-clock access and makes sharing, saving and protecting your documents easier. In turn, this aids in GDPR compliance.
Cleardata can capture every document type, mobilising an extensive range of high-performance scanning equipment and systems. The types of documents that can be scanned include the following: -Business documentation, such as client files, contracts, invoices, receipts, etc.) -Medical records -Legal documentation -Books and bound materials -Photos -Microfiche, Microfilm & Aperture Cards -Large format documents such as architectural plans or blueprints
Multiple benefits are to be had by scanning documents into a digital format. Here are just a few reasons why document scanning is chosen: -Space Saving: You’ll no longer need bulky filing cabinets, therefore saving space in the workplace -Improve accessibility: A quick digital search makes locating documents instant -Enhanced Security: Confidential information is protected and secured with document safeguarding, such as user access control systems -Reduced disaster risk: Documents are backed up in cloud operating systems. This gives clients peace of mind knowing that documents will be safe from flood or fire damage -Boost productivity: Digital documents can be tailored to specific workflows, meaning manual intervention is no longer needed -Go Green: Not only can you cut costs with document scanning, but you can also help to save the planet by going paperless -Future-proof your business: AI-driven data capture systems are being increasingly utilised. Digital documentation will prepare your organisation for this new way of working. It allows these AI-driven systems to extract and evaluate valuable data that you’re failing to access
Yes. Invoice processing services can seamlessly manage fluctuating or high invoice volumes without the need for additional resources.
Yes. Optical Character Recognition, or OCR as it’s more commonly referred to, can be applied to scanned books. This makes the text searchable.
The time it takes depends on the number of books that need to be scanned, their size and whether any additional services need to be carried out. We will provide you with a clear timeframe when the requirements are known to us.
Yes. Professional book scanning services follow stringent confidentiality procedures and data security processes. This ensures books are handled safely and securely at all times. Digital files can be encrypted or transferred using secure methods.
Digitising books helps to reduce the amount of physical space needed in the workplace. It also protects original books from where and damage, as well as improves accessibility. Finally, book scanning allows information to be searched, retrieved and shared as quickly as possible - an immediate advantage over manual book handling.
Scanned books are supplied as PDF files. However, TIFF, JPEG and other formats can be provided where needed. Files can be customised to suit your document management and storage requirements.
Books can be returned to you after the book scanning process has been completed. Alternatively, they can also be archived or destroyed in line with confidentiality procedures. The choice is entirely yours.
Book scanning involves converting physical books and other bound documents into a digital format. Every page is individually scanned using specialist technology to produce high-quality digital images. These digital images can be saved, stored, shared and searched electronically with ease.
An extensive range of books and bound documents can be scanned, including paperback books, hardback books, manuals, journals, ledgers, notebooks and bound reports. We can accommodate books of different sizes and thicknesses, including large formats like A3.
Book scanning is a service commonly undertaken by organisations, institutions and sectors like libraries, universities, legal firms, healthcare or businesses. Our book scanning service can digitise any bound documents such as books, notebooks or deeds.
Non-destructive book scanning services are available. This allows books to be digitised carefully without unbinding or cutting them. This is an ideal solution for books that are frequently used, valuable or rare. We do offer destructive scanning where required which will need to be agreed in advance.
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, Cleardata boxes are exceptionally strong and feature an integral lid as part of the design. Boxes are delivered flat-packed. Please ask for details, or contact your Account Manager.
Yes, we can automate responses to your suppliers based on missing information. For example, an email notification stating No PO, No Pay.
Cleardata has a fleet of vehicles and can collect your documents from anywhere within the UK or Ireland.
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Document Management

Yes, Cleardata boxes are exceptionally strong and feature an integral lid as part of the design. Boxes are delivered flat-packed. Please ask for details, or contact your Account Manager.
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Education sector

Education document management refers to the secure storage, organisation, retrieval and management of records used by schools, colleges and universities. This can include student files, safeguarding records, admissions paperwork, HR records and compliance documentation.
Education document storage helps schools and educational institutions securely retain important records while reducing on-site storage pressures. Secure offsite storage also improves compliance, retrieval efficiency and information security.
Yes. Student records can be securely scanned and digitised to improve accessibility, reduce paper storage requirements and support GDPR-compliant records management processes.
Schools can digitise a wide range of records, including student files, safeguarding records, admissions documentation, examination records, HR files, finance paperwork and archived records.
Education document scanning allows authorised staff to securely access records digitally, improving retrieval times, reducing manual administration and helping educational institutions work more efficiently.
Yes. Cleardata operates secure, GDPR-compliant document management processes supported by ISO-accredited information security procedures and secure UK facilities.
Yes. Cleardata provides secure education document storage and archive storage services for historical and archived student records, with retrieval services available when information is required.
Yes. Cleardata provides nationwide education document management, scanning and storage services for schools, colleges, universities and academy trusts across the UK.
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Financial Sector

Financial services document management refers to the secure storage, organisation, retrieval and management of financial records and business documentation. This includes both physical and digital records used by banks, insurers, accountants and financial institutions.
Cleardata can digitise a wide range of financial records including invoices, statements, loan agreements, insurance files, mortgage paperwork, customer records, compliance documentation, payroll records and archived finance files.
Yes. Cleardata operates secure UK scanning facilities and is accredited to ISO27001:2022 for Information Security Management. We also maintain Cyber Essentials Plus and BS10008 accreditation.
Yes. Documents can be OCR processed and indexed against key references such as account numbers, customer names or policy references, enabling fast keyword search and retrieval.
Digitised records are easier to audit, retrieve and manage securely. Financial document scanning also supports retention management, GDPR compliance and controlled access to sensitive information.
Yes. Cleardata provides secure cloud document management solutions with audit trails, user permissions, version control and secure remote access.
Yes. Digitising paper records can significantly reduce physical storage requirements, free up office space and lower long-term archive management costs.
Yes. We provide both backfile scanning projects and ongoing day-forward finance document scanning services for incoming paperwork and operational records.
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Healthcare & Medical Sector

Medical document management refers to the secure handling, organisation and storage of patient records and healthcare information. Effective systems ensure that sensitive data is easily accessible to authorised staff while remaining protected in line with regulations such as UK GDPR. This is essential for maintaining patient confidentiality, improving operational efficiency and supporting high standards of care.
Medical document scanning involves converting paper-based patient records into secure digital formats. This process includes document preparation, high-resolution scanning, indexing and secure upload into a document management system. By implementing medical document scanning, healthcare providers can improve access to patient information, reduce physical storage requirements and support faster clinical decision-making.
Yes, when carried out by an accredited provider, medical document scanning is highly secure. At Cleardata, strict protocols are followed throughout the entire process, including secure transportation, controlled scanning environments and encrypted data transfer. All services align with standards such as ISO 27001:2022 to ensure patient data is protected at every stage.
Medical record retention periods in the UK vary depending on the type of record and patient circumstances. Guidance is typically provided by the NHS Records Management Code of Practice, which outlines how long records should be retained before secure disposal. A compliant medical document management system helps ensure these retention policies are consistently followed.
Yes, Cleardata has extensive experience delivering large-scale healthcare projects, including work with Northumbria Healthcare NHS Foundation Trust, where over 1.2 million patient records were digitised. This demonstrates our capability to deliver high-volume medical document scanning and implement secure medical document storage solutions at scale.
Yes, when digitisation processes follow recognised standards such as BS 10008, scanned medical records can be considered legally admissible. This ensures that digital copies can be used confidently for compliance, audits and legal purposes.
Yes, digitised records can be securely integrated into existing document management systems, EHR platforms or cloud-based environments. This ensures that healthcare teams can access patient data quickly and efficiently without disrupting existing workflows.
Secure medical document storage solutions help healthcare organisations manage large volumes of records while maintaining compliance. Benefits include:
  • Reduced physical storage space
  • Secure, trackable access to records
  • Improved disaster recovery and backup
  • Support for regulatory compliance and audits
These solutions are particularly valuable for organisations managing long-term patient records and legacy archives.
A structured medical document management system supports compliance by ensuring:
  • Secure access controls
  • Audit trails and tracking
  • Data protection adherence
  • Proper retention and disposal policies
This helps healthcare organisations meet regulatory requirements while reducing the risk of data breaches or non-compliance.
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HR Sector

HR document management refers to the secure storage, organisation, retrieval and management of employee and personnel records. This includes both physical and digital HR documentation such as contracts, payroll records, recruitment files and compliance documentation.
Cleardata can scan and digitise a wide range of HR documentation including employee files, contracts, payroll records, application forms, absence records, training certificates and occupational health records.
Yes. Cleardata’s HR document management solutions are designed to support GDPR compliance through secure storage, controlled access permissions, audit trails and structured retention processes.
Yes. We provide secure offsite HR document storage within accredited UK archive facilities, with full tracking and scan-on-demand retrieval services.
Yes. Cleardata provides secure cloud document management solutions that enable HR teams to securely access employee records remotely using role-based permissions and audit controls.
Yes. HR document scanning reduces reliance on filing cabinets and physical archives, helping organisations reclaim office space and reduce long-term document storage costs.
Yes. Cleardata operates in line with BS10008 standards for legal admissibility, helping ensure scanned HR records can be relied upon as accurate digital copies.
Yes. Cleardata can provide ongoing HR document scanning services for new employee records and day-forward paperwork, helping organisations maintain a digital-first HR environment.
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Invoice Processing

Yes. Invoice processing services can be customised to your business requirements. They can also be tailored to your approval structures and reporting needs, where applicable.
Yes. Invoice processing can support two-way and three-way matching against other financial documents, such as purchase orders. This enables the improvement of control and helps to prevent errors and overpayments being made.
Automated invoice processing delivers an exceptional standard of accuracy. This is especially the case when combined with validation rules.
Getting started with invoice processing services involves a discovery phase that enables us to understand your existing processes and requirements. This is shortly followed by onboarding and configuration with minimal disruption to your business.
Automation eliminates the need for manual data entry, reducing errors and bottlenecks in your processing. Together, this accelerates approval rates to result in quicker processing times, improved accuracy, reduction of duplicates and better supplier relationships. Overall the service can help to reduce your processing costs.
Invoice processing services have built-in validation checks to identify duplicates, missing data and any discrepancies. This is done before the approval stage to reduce risk significantly.
Invoices are digitally received and scanned, with key data extracted and validated for faster processing Our system provides an exception handling process, to manage any issues. Invoices can then be automatically routed to your existing systems for approval and, once approved, they’re posted to a finance system and prepared for payment. Our outsourced invoice processing service provides a full audit trail for your peace of mind.
Invoice information is protected and complies with data protection standards through secure systems, controlled access and encryption.
The cost will depend on complexity, volume and level of service needed.
Using intelligent capture and automated workflow tools, modern invoice processing services from Cleardata have never been more efficient. Manual review is only applied where needed to provide an accurate and effective solution.
Yes. Invoice processing services are expertly designed to comply with UK data protection requirements, including GDPR, and with accounting standards.
Yes. Invoice processing services are suitable for small and large businesses and organisations alike. Therefore, invoice processing is suitable for companies of all sizes.
Outsourcing invoice processing offers a range of benefits, including reducing operational costs, increasing accuracy and allowing the finance department to focus on value-added tasks.
Invoice approval workflows can be tailored to meet your business needs and rules, such as departmental routing, exception handling and value-based approvals.
Using a combination of technology and expertise, our invoice processing service enables secure and fast handling of invoices on your behalf. This makes processing faster, improves accuracy, enhances visibility and reduces manual efforts across accounts payable.
Invoice processing involves the digitisation, handling and processing of supplier invoices. Invoices will be received, digitised and data captured automatically. Invoices can be validated, with exception handling and then be returned digitally for approval, posting and payment phase. This ensures the accurate and efficient processing of invoices in line with internal controls.
OCR, otherwise referred to as Optical Character Recognition, is a technology used to convert images, such as scanned invoices, into machine readable and searchable digital text. OCR reduces the need for manual processing, while improving accuracy.
Comprehensive reporting, including the supply of full audit trails, provides visibility into invoice status, compliance and overall processing performance.
Invoice processing services handle invoices from multiple suppliers and formats, such as paper invoices, emailed invoices, PDFs and other forms of electronic invoices.
Yes, we can automate responses to your suppliers based on missing information. For example, an email notification stating No PO, No Pay.
Yes, Cleardata can use intelligent capture software to automatically capture data from your invoices. We can capture data at the header or line item level.
Cleardata has a fleet of vehicles and can collect your documents from anywhere within the UK or Ireland.
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Mailroom

Yes, Cleardata uses Kofax capture solutions to automatically capture, classify and sort data from incoming documentation.
Yes, Cleardata can open, digitise and bank your cheques for you with a full audit trail.
Yes, we can handle and bank cash as part of our mailroom service.
Cleardata will assist you in setting up a P.O. Box to divert your mail to our secure facility.
Our standard process to return digital documents for our mailroom service is via our Cloud Electronic Document Management System. Documents can also be returned via secure file transfer for upload into your own systems.
Cleardata utilises Opex Falcon Scanners, which offer envelope opening, preparation, high volume digitisation and sorting functionality for various document sizes.
Yes. Digital mailroom services reduce costs associated with labour, document storage and processing, therefore ensuring improvements to productivity and operational efficiency.
Documents are diverted via PO Box to our secure bureau. Inbound physical mail is received, opened, scanned and classified accordingly. Automated solutions can be used to extract key information and data. Documents are then routed to the correct systems, teams or departments for action. This enables incoming documents to be classified and verified. As such, inbound mail information can be routed quickly and efficiently, a digital mailroom will improve speed, customer service, accuracy and compliance.
Mail is scanned and available to access on the same or next day, depending on SLA requirements. This reduces turnaround times considerably when compared to manual handling and processing.
Yes. Through secure handling, controlled data access and audit trails, digital mailrooms support GDPR and regulatory compliance.
Yes. Digital mailrooms protect sensitive information by using controlled access, encrypted systems, audited processes and secure facilities.
Yes. Digital mailroom is an adopted process for many organisations and sectors, including insurance, utilities, finance, healthcare and the public sector, to name a few.
Physical mail can be returned, stored or destroyed. This is done in line with agreed retention and compliance policies and in accordance with clients’ wishes.
A digital mailroom receives, scans and digitises physical mail securely as an outsourced service. Once in digital format, data can be automatically extracted and validated using intelligent data capture (IDC). IDC, combined with automated document processing solutions, allows for key data to be extracted directly from any physical mail processed.
Digital mailroom can process a wide range of high-volume business correspondence, such as forms, invoices, financial documents, HR applications, letters and insurance claims.
The main reasons why businesses outsource inbound mail management are to go paperless, reduce costs, improve efficiency, compliance and secure data processing. Digitising inbound mail and extracting data automatically can prevent delays that could impact the business, such as financial penalties due to missed SLA’s. Outsourced digital mailroom services providers use specialist scanning and automated document processing technology.
A digital mailroom transforms laborious, manual mail handling into a quick, secure and automated process. The fast digitisation of inbound data and data extraction enables businesses to reduce costs, meet regulatory and service deadlines, improve accuracy and ensure faster response times overall.
Hybrid mail services can be triggered straight from your desktop. Our secure hybrid mail portal allows you to upload documents and send for print and postage directly from your office at the touch of a button. Reduce manual handling and postage costs.
A hybrid mail solution handles confidential and sensitive information securely. Documents are processed within our ISO27001:2022 assured production environment. There are strict data protection procedures in place to ensure compliance throughout, from the initial upload right through to dispatch. This makes hybrid mail services suitable for even the most highly regulated sectors, including healthcare, legal services, utilities, finance and public sector organisations.
Hybrid mail services UK from us here at Cleardata will help UK businesses to do the following things: -Reduce postage costs -Reduce printing costs -Eliminate manual mailroom processes -Enhance compliance and data security -Scale mailings from single letters to bulk mail campaigns -Automate company communications Outsourcing hybrid mail solutions to Cleardata enables businesses to gain greater operational efficiency, alongside the maintenance of control over their own communications.
Hybrid mail is a printing and posting service that’s carried out securely and efficiently. It allows businesses to send physical mail without the need to print or post it manually. Instead, documents will be uploaded electronically to Cleardata’s hybrid mail platform. Our team will then handle the printing, enclosing and posting of those documents on your behalf. Hybrid mail services UK enable communications to be streamlined. It also helps to reduce manual labour and improve overall efficiency.
Hybrid mail services can be utilised to send a variety of business communications, such as the following: -Appointment letters -Invoices -Statements -Customer notifications -Legal correspondence -Bulk mail campaigns -Marketing letters -Policy documents Our hybrid mailing system can handle and automate one-off and recurring communications.
Yes. Hybrid mail services from Cleardata support variable data printing. This enables our clients to personalise each letter with addresses, names, reference numbers, account details and tailored messaging. This makes hybrid mail services an ideal solution for targeted direct mail campaigns and general customer communications.
Hybrid mail services can reduce the need for consumables, postage stock, in-house printers and staff time needed to carry out mailing tasks. Consolidating postage and printing into one outsourced hybrid mail service in the UK ensures companies achieve measurable cost savings and improved operational efficiency.
Turnaround times will vary depending on the specification and volume of letters and documents that need to be processed. However,hybrid mail submissions are dealt with and processed in a timely manner after receipt. For communications that are time-critical, a service level agreement can be agreed upon in order to meet specific company requirements.
Cleardata offers a range of UK postage options to suit delivery budget and timescale. This includes both standard and priority services. Our team can advise our clients on the most cost-effective and efficient solution based on urgency, format and volume.
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Microfiche & Microfilm

Yes, we can digitise microfiche and microfilm to PDF or other formats. Cleardata has Apollo Microfiche, Microfilm and Aperture Card Digitisation Technology.
We can return your digitised fiche and film by secure SFTP, or alternatively, your images can be uploaded into our cloud document management solution, providing fast, easy access to multiple users.
Yes Cleardata can digitise aperture cards using our Sunrise Apollo scanning technology.
Yes, Cleardata can collect microfilm, microfiche and aperture cards from your UK premises using our fleet of tracked vehicles. Our systems ensure a full audit trail, from collection, through to digitisation and data return.
Once scanning of microfilm and microfiche has been completed, digital images are indexed to make searching and accessing digital records quicker and easier. Indexing ensures efficient digital search and retrieval.
Turnaround times will depend on the volume and project specification of the microfiche and microfilm that needs to be digitised. Cleardata will advise on project timelines throughout the process, scoping and onboarding based on the type of media that needs to be converted and the volume.
Digitised microfiche and microfilm will be sent via secure means, such as SFTP (secure file transfer protocol), upload to OneDrive, or SharePoint. The means of return will be agreed as part of the specification process.
Microfilm and microfiche scanning services from Cleardata converts microfilm, rolls, microfiche and aperture cards into digital formats, such as JPEG, TIFF and PDF. This enables digital searching, viewing and fast retrieval of archived legacy documents, therefore supporting digital transformation and archive modernisation.
Microfiche and microfilm can be digitised by Cleardata, converting them into a variety of digital formats like JPEG, PDF and TIFF. These digital formats allow for quick and easy viewing, indexing, sharing and storing.
Microfilm or microfiche scanning is ideal for heavily-regulated sectors and industries in the UK, including healthcare, finance, legal, engineering, utilities and the public sector. Essentially, it suits any organisation that needs secure digital archive solutions for legacy film records, such as microfiche, microfilm and aperture cards.
The digital conversion of microfiche and microfilm improves accessibility and protects fragile legacy media from degradation, supporting remote and hybrid working and enhancing business continuity. It does this through conversion to digital format. Legacy equipment is expensive to maintain and difficult to replace, which is a challenge when large amounts of important data is stored on fiche, film or aperture cards.
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VHS & Cassette Digitisation

Yes. Cleardata can provide indexing, metadata and file naming to enable the quick and easy organisation of large media archives. This supports long-term digital archive management, as well as quick and efficient retrieval.
There are many other legacy formats that we can convert into digital formats, in addition to VHS tapes and audio cassettes. Some of the other megacy media formats we can convert include: -Metamax -Video8/Hi8 -MiniDV -DAT tapes -Microcassette If you have another legacy media format that you need to have converted, please discuss your needs with our team.
Yes. Our VHS and audio cassette conversion services in the UK here at Cleardata support companies with legacy training videos, interviews, surveillance recordings, archived storage and historical media collections. Our team is trained to handle both large-scale and small-scale videotape conversion tasks and projects. Regardless of your requirements, we will be able to execute audio cassette and VHS tape conversion services for businesses and organisations alike.
Yes. Cleardata offers secure collection and transportation services for VHS tapes and audio cassettes (as well as other legacy media formats) throughout the UK. Legacy media formats are then transported using controlled processes. This helps to maintain security and provides a chain of custody from the collection of the media formats right through to digitisation and their return.
Turnaround times can vary. It largely depends on the condition and volume of the VHS tapes, audio cassettes and other legacy media formats provided to us. During the project scoping phase, the Cleardata team will provide timelines to our clients. It will be based on the format, quantity and any additional formatting or indexing requirements.
The archival media digitisation services at Cleardata are handled in ISO27001:2022 assured facilities. We process legacy media formats in accordance with strict handling procedures for your peace of mind. Not only does this give our clients peace of mind, as they can be sure that their original media formats will be handled with care, but it also ensures confidentiality for sensitive recordings. As such, our digital conversion services are ideal for corporate, police, public sector and regulated industry clients.
Converted files can be supplied by Cleardata in a number of different ways, including via SFTP( secure file transfer), SharePoint or One Drive, depending on your personal preference. We’re also able to integrate files into your existing document management system, or archive following digitisation.
Cleardata converts audio cassettes and VHS tapes into digital formats that are widely compatible and accessible, including: -MP3 - compressed audio format -MP4 - video playback -AVI or MOV - can be done where required -WAV - uncompressed audio format Our team can advise our clients on the most suitable output format. This is determined based on your storage requirements and intended use.
The digitisation of VHS and audio cassette involves converting analogue media formats, such as MiniDV and Betamax, for instance, into digital files, like MP4, WAV or MP3. This enables the preservation of historic recordings, whilst maintaining easy access and secure storage on modern digital systems.
The main reason is to preserve historical records that are likely to degrade over time. As well as the degradation of tapes and film, playback equipment becomes difficult to acquire and expensive to buy. This is why people often choose to convert VHS and audio cassettes to a digital format. The conversion of VHS tapes and audio cassettes helps: -Avoid data loss from tape or film deterioration -Ensure easy and simple duplication and sharing -Support digital archiving methods and strategies -Protect and preserve historical recordings -Enable easy access -Ensure long-term storage of historical recordings Digitisation of VHS tapes and audio cassettes can protect both domestic and commercial archives from inevitable and permanent loss.
The digitisation of legacy media formats aids in the preservation of the existing quality of the original recording on audio cassette or VHS tape, avoiding further degradation.
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