Maintenance Records Management

Maintenance Equipment Document ManagementMaintenance records of work equipment are a key part of health and safety management, requiring efficient storage and management. Paperwork is often kept for extended periods of time for health and safety or compliance purposes.  Common documentation includes O&M Manuals, electrical certifications, vehicle/fleet maintenance, building records, equipment maintenance for production/ work equipment and upkeep of medical equipment e.g. sterilisation records.

If not managed properly, this can cause issues with health and safety, lack of office space, non-compliance and production levels.

Asset management and maintenance can be improved through efficient, digital document & records management, keeping a record of information for each asset together with indexed data for information such as:-

  • Asset number
  • Maintenance dates and times
  • Equipment maintenance detail
  • New parts added
  • Manufacturer’s recommendations for maintenance
  • Amount of use
  • Equipment environment conditions
  • User experience and knowledge
  • Risk assessment information

Cleardata can help businesses to manage maintenance records efficiently through document scanning, cloud document management and secure archive storage services.  We operate from a secure UK facility protected by enhanced fire and security systems.  The company is certified for Information Security, Quality Management, Cyber Security and Legal Admissibility of Electronic Documents.   Our records management services include:-

Document Scanning Services – Our bureau digitises over 5 million images every month, using Kodak scanning technology.  We can scan documents of any size, including small format and large format plans, or diagrams up to A0.

We can index (digitally file) your documents to suit your needs and also use OCR software as well as intelligent data capture software, where key fields on the document can be automatically be extracted.    This automatically recognises information such as asset number, date, reference, address etc and index as metadata, so the information can be found quickly and easily, using a keyword search functionality.

Our team can also create links to sections in your O&M manuals, enabling maintenance information to be found quickly. Cleardata offers collection services throughout the UK and can even box up your maintenance records for you.

Digitised records can be securely returned by SFTP, Hard Drive, USB or via our Cloud Document Management System.

Cloud Document Management – Digitised records can be uploaded, together with relevant metadata to our secure cloud document management solution.  This allows maintenance records to be accessed from any location using a web browser. The system provides a full electronic audit trail and restricts access to records by user, group or role, providing improved compliance. Documents can be tagged by any required data, which allows information to be found quickly and easily using a keyword search functionality.  Search functionality can be accessed from many other back-office systems e.g. Microsoft word, excel, Oracle or SAP using a shortcut key.  To arrange a demo of our document management system click here.

Secure Document Storage – Our secure document storage service allows records to be stored off-site in our archive facility.  Records will be indexed on arrival to allow information to be found quickly and easily. Indexed information is stored in our Online Archive Management System, Cleardox AMS, which provides a statement of records stored offsite and the ability for authorised users to request file retrievals online. On request, our team will pick the relevant file/files, scan and return via SFTP, providing fast and easy access to your maintenance records.  The system provides a full audit trail for any physical interaction with your records, as well as automated destruction notifications for documents reaching their end of life.

Calculate your scanning and archiving costs using our tools below

Scanning Calculator Archive Calculator
Calculate Archiving Costs  Calculate Scanning Costs 

For further information about Cleardata’s maintenance records document management solutions call our team on 0800 046 8081 or contact us.