Frequently Asked Questions

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.

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

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.

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.

Once your documents have arrived, records are checked in using our bar code system and then placed in a secure storage facility.  Premises offer a high level of security including VESDA (very early smoke detection alert), Hydrosense Water Detection System and Biometric Entry Systems.

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.

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.

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 .

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.

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

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

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

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.

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

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.

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

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! 

Challenges

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

Objectives

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

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.

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.

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

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

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.

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.

Yes we can digitise microfiche and microfilm to pdf format.

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.

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).

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

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.

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.