Patient Records Storage

Patient Records Storage

Cleardata provides secure patient records storage services with fast digital retrieval throughout the UK.  Patient Records StorageWe can collect your patient records using our own fleet of securely tracked vehicles and transfer to our facility. Once stored offsite benefit from a full electronic audit trail and reporting via our Cleardox Archive Management System. NHS clients can manage records remotely using Cleardox. This online medical document management system allows users to order archive boxes and barcode labels, request file retrievals, manage keep until dates and destruction.  Users can also run a number of standard reports to view the status of boxes in storage, retrieval levels and box contents reports.

Scan on Demand Retrieval

As one of the UK’s largest document scanning bureaus, we can manage digital retrievals quickly and easily using our scan on demand service. We have provided medical record scanning services for a number of NHS Trusts and medical companies.  On file request, patient records will be retrieved, scanned and digitally returned within hours.  Records can be returned by SFTP (secure file transfer), for upload into your electronic patient record management system, for example, Care Notes.  Scan on demand is a popular service for NHS Trusts as it helps organisations to work in accordance with paperless objectives.  Cleardata can also physically return medical records if required via our secure fleet.

Indexing Services

If your NHS organisation needs to re-index records held in storage, Cleardata’s archive team can help. On arrival, we can validate patient records held against existing indexing lists and provide an exceptions list to highlight any anomalies found.  We can also add additional indexing data e.g. NHS number, date of birth, first name, surname and destruction date.  This can improve medical records management and speed up retrievals, it can also help improve compliance with new GDPR regulations.

Assurance and Security

Protecting patient records requires enhanced security and assurance.  Cleardata has a dedicated Compliance Team to ensure we’re meeting the latest standards and requirements for NHS organisations.  The company has been externally certified for Information Security (ISO27001), Quality Management Systems (ISO9001:2015), Secure Shredding & Destruction (BS EN 15713) and Cyber Essentials Plus.  The company has also completed an NHS DSP (Data Security & Protection) Toolkit Submission.  We are also currently working towards BS 10012, the new Personal Information Management Standard.

Our records storage facility offers the latest in security and protection, featuring 24 hour CCTV, biometric entry systems, early smoke detection alert and water detection systems. All archives are barcoded and tracked through any physical movement, by user, time and date.

Secure Patient Records Storage Services















For further details about Cleardata’s Patient Records Storage Services call our team on 0800 046 8081 or contact us.