Frequently Asked Questions

How do you check my records in?

Your records will be placed into a secure archive box. Each box is bar coded. This allows you and us to locate a document should you require it quickly and easily.

Can you collect and deliver my documents for me?

Cleardata has a fleet of vehicles and can collect your documents from  anywhere within the UK or Ireland.

Do I need to sign for my documents on collection and delivery?

Yes as part of our BSI ISO processes,  once we have collected your documents,  we need to record that they are in our possession. This gives you and us proof that the documents were collected, together with a date and time.

Will my documents be tracked during their journey?

Yes, Cleardata’s vehicles are tracked. You can log into our tracking facility, if you wish, and see where your records are whilst they are in transport.

Where will my documents be stored before being scanned?

Once your documents have arrived, records are checked off using our bar code system and then placed in a ARGON protected, dedicated room. This facility offers the same level of protection as you would find in high level server/data centre,  for complete peace of mind.

Once my documents have been scanned, where are scanned images stored?

That depends entirely on you the customer. We can issue you with your data in whichever media format you require. Whether that is CD, DVD, HDD or Memory Drive. However for your peace of mind we also store your data in a secure fire proof facility, with restricted access, which is also backed up.

What will happen to my documents after scanning?

Cleardata can securely destroy them, using our on-site shredding service, return them to your premises or offer a secure archive storage service.   Our archive storage facility offers very early smoke detection alert systems, water detection sensors, biometric finger print entry, Redcare security and 24 hour CCTV.

What formats can you output my scanned images to?

We can output your digital files in any required format.  The company has a specialist IT team who can meet your needs to ensure your images are compatible with existing office systems.  Common formats to export scanned images to are PDF, TIFF, JPEG, CAD, BMP, PNG, TXT and Microsoft Formats e.g. word or excel .

What size image resolution will be provided for my scanned images?

Your area manager will suggest the best resolution for you. Images can be scanned from 100 to 600 dpi dependant on the type of documents. For example finance records  are normally scanned in 200dpi, whereas planning records and large format drawings can be scanned to 600dpi.

Can I purchase archive boxes from Cleardata?

Yes, Cleardata boxes are exceptionally strong and rigid please ask for details or contact your area manager.

What size are your archive boxes?

Cleardata’s archive boxes are approximately 42cm length,  31cm width x 26 cm high.

How much can I pack into a Cleardata archive box?

Our archive boxes must not be filled over 12 kg in weight for health and safety purposes.

Where will my documents be stored?

Your documents are stored in our secure storage facility(s). Cleardata always keep all your records together in one location. We like to consider the facility as a library and not just somewhere to put your documents.

What accreditations does your business hold?

Our business holds BSI ISO27001 for Information Security, ISO9001 for Quality Management Systems, Business Continuity, Cyber Essentials Plus and Data Protection Act Registered. 

What is the file request procedure?

Cleardata will provide access to our unique, on-line Archive Management System.  Users can request files using this system.  Our scan on demand service provides guaranteed file retrieval within two hours of initial request.   Files will be uploaded to a secure ftp site,  or optionally using our DART on-line document management system.

What information do you need to be able to process my invoices?

Things we’ll need to know from you please:

  • How many invoices per month do you process?
  • What information do you need to capture (We’ve listed the common fields below)
  • What format of data do you require to be sent to you? (e.g. CSV, XML)
  • Is integration required with your ERP or other systems?
  • Please share a sample of your invoices with us.

 Common invoice fields

Header level capture fieldsLine level capture fields
Company nameItem number
Telephone numberUnit price
VAT registration numberQuantity
Invoice numberLine total
Customer reference
VAT rate
VAT amount
Gross amount

What is ‘Fuzzy Logic’?

Fuzzy logic is an approach to computer based decision making based on ‘degrees of truth’ rather than the usual ‘true or false’ (1 or 0) logic.  It mimics the human decision making process of taking a wider view of things in order to decide what the best answer should be.  Take the following paragraph for example; fuzzy logic would be applied to determine if the word highlighted should be ‘CLOUD’ or ‘COULD’:

i cdnuolt blveiee taht I cluod aulaclty uesdnatnrd waht I was rdanieg. The phaonmneal pweor of the hmuan mnid, aoccdrnig to a rscheearch at Cmabrigde Uinervtisy, it dseno’t mtaetr in waht oerdr the ltteres in a wrod are, the olny iproamtnt tihng is taht the frsit and lsat ltteer be in the rghit pclae. The rset can be a taotl mses and you can sitll raed it whotuit a pboerlm. Tihs is bcuseae the huamn mnid deos not raed ervey lteter by istlef, but the wrod as a wlohe. Azanmig huh? yaeh and I awlyas tghuhot slpeling was ipmorantt! 

What is the biggest barrier to success in improving Accounts Payable Operations?


52% of respondents  said an over-reliance on people and paper-based processes was holding them back.

Sources: (1) PayStream Advisors – Making a Killer Case for Automation, (2) Aberdeen Group

What are the objectives of automating invoice processing operations?


Independent research conducted with 100 companies highlighted the following objectives for invoice processing operations:

  • reduce operating costs (55%)
  • improve reporting (51%)
  • better cash management (24%)
  • operate more efficiently (14%)

Corrective actions

The following corrective actions were selected as solutions for meeting invoice processing objectives:

  • automated workflow (62%)
  • integrated AP solution (31%)
  • centralised AP process (29%)
  • standardised workflow (27%)
  • review AP capabilities (27%)

Sources: (1) PayStream Advisors – Making a Killer Case for Automation, (2) Aberdeen Group

What systems are your scanning services compatible with?

Our document scanning services are compatible with the majority of document management systems.  We haven’t come across a system that we can’t integrate into yet .  The team regularly provides scanning for output to Microsoft Sharepoint, Documentum, Comino, Anite (now Northgate) , Onbase, Opentext, Alchemy,  IDOX, INVU and Pyramid.


Which financial systems are your invoice scanning services compatible with?

Our invoice scanning services are compatible with the majority of financial systems, we haven’t come across one we can’t integrate with to date.  We commonly scan and capture data for SAP, Oracle and Microsoft Dynamics-Navision. We can also scan into  AP systems such as Readsoft, Kofax, Perceptive Software and Palette.

How do you receive our invoices for outsourced invoice processing?

Cleardata can help you set up a PO Box which enables your invoices to be diverted straight to our facility.

What happens to my invoices after you’ve scanned them?

Once we’ve scanned your invoices we can either return the paper copies to you for filing, securely store them or shred them.

Are you certified for BS 10008 legal admissibility?

Cleardata is externally certified by BSI to BS 10008 for Legal Admissibility of Electronic Information. This is important if your documents were ever required as legal evidence.

What scanners do you use to digitise microfiche, microfilm & aperture cards?

Cleardata has invested in a fleet of Sunrise Apollo Scanners. These scanners utilise an adjustable true optical platform and images produced are output at a true dpi.

Can you digitise microfiche and microfilm to pdf?

Yes we can digitise microfiche and microfilm to pdf format.

How are digitised fiche and film returned to us?

We can return your digitised fiche and film by secure SFTP or alternatively images can be uploaded into our cloud document management solution, providing fast easy access to multiple users.

How secure is your document storage facility?

Cleardata’s document storage facility is protected by biometric finger print entry, enhanced fire detection systems, water detection and Redcare security.  Staff are security cleared and vetted to NPPV level 2 (non police personnel vetting).

Can you scan colour and black and white?

Yes.  Documents can be scanned in colour or mono and format to a high quality digital output.

What document sizes can you scan?

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 even scanned documents up to 4 metres in length.

How quickly can you scan my documents?

Cleardata will work with you to provide a scanning solution to meet your deadlines.  The company can produce high levels of productivity using efficient equipment.  Cleardata scans in excess of 36 million documents per annum.