Records Management System
Our online archive records management system. Cleardox AMS allows you to:-
Manage authorised users.
Access and view online statements of archives and files stored offsite in our secure storage facility.
Request document collection or deliveries.
Submit file retrievals for return by scan on demand, or physical delivery.
Receive automated destruction notifications when archives reach their end of life.
Extend or renew archive retention dates.
Order storage supplies, such as archive boxes or barcode labels.
Run activity reports, e.g. box status, retrieval activity or box contents for compliance purposes.
These are just a few ways in which our records management system can help your business. We're available over the phone to support you - get in touch now by calling our records management system team on 0800 046 8081.
Accredited and Trusted
Our Records Management System Process
Our archive records management system is a secure application delivered via a self-service website. It enables our clients to organise their document lifecycle from beginning to end, manage archive tasks effectively and see their entire document inventory on demand. Here’s how our records management system works:
01
Data Indexed into Records Management System
We can import existing archive lists into our Cleardox AMS System, if available, when your archives are ingested into SPS’s secure facility. Alternatively, our team can index your archives on arrival. This can be at the box or file level, depending on your business needs.
02
Online Statement of Records
Think of Cleardox AMS like an online bank statement, but for your outsourced archives. The system shows a statement of records stored by box number; information can be stored at the box and file level.
03
Authorised Users
Manage your records management users via a secure admin area, with varying levels of access, including Standard Users, User Administrators, and Department Administrators.
04
File Retrievals
Authorised users can submit file requests via the Cleardox, an archive records management system, to provide fast digital retrieval.
05
Automated Destruction Requests
Nominated users can receive automated destruction notifications. With an email sent, linking to the system for destruction authorisation/approval.
06
Audit Trail & Tracking
Any physical interaction with your records is recorded to provide a full audit trail of any activity by user, time and date. For example, date stored, file requests by user, or document destruction approvals.
07
Reporting & Compliance
Various standard reports are available for you to report on all archive records management system activity, for example: retrieval requests, box status & box contents reports.
We can import existing archive lists into our Cleardox AMS System, if available, when your archives are ingested into SPS’s secure facility. Alternatively, our team can index your archives on arrival. This can be at the box or file level, depending on your business needs.
Think of Cleardox AMS like an online bank statement, but for your outsourced archives. The system shows a statement of records stored by box number; information can be stored at the box and file level.
Manage your records management users via a secure admin area, with varying levels of access, including Standard Users, User Administrators, and Department Administrators.
Authorised users can submit file requests via the Cleardox, an archive records management system, to provide fast digital retrieval.
Nominated users can receive automated destruction notifications. With an email sent, linking to the system for destruction authorisation/approval.
Any physical interaction with your records is recorded to provide a full audit trail of any activity by user, time and date. For example, date stored, file requests by user, or document destruction approvals.
Various standard reports are available for you to report on all archive records management system activity, for example: retrieval requests, box status & box contents reports.
Our Benefits
There are many benefits associated with SPS’s records management system including:-
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For further details call 0800 046 8081 today or use our instant quote tool online now!
Trusted by 10,000+ Companies
Why Choose Us?
Here are a few reasons why you should utilise our records management system:
Experience
We’ve drawn on our extensive industry experience to develop Cleardox AMS, ensuring our clients have full control over their documents at all times.
Accredited
We’re ISO-accredited for quality management, information security and secure document destruction.
Security
Our Cleardox AMS records management system is password-protected to ensure absolute security and control over even the most sensitive documents.
Customer Service
Our team is always available to deal with any queries you may have about our records management system or any documents archived within it.
Sustainability
SPS’s environmentally friendly archive storage services help reduce the number of physical journeys for your archiving, reducing your carbon footprint. Files are retrieved and returned digitally.
All shredded waste is recycled in line with ISO14001 by our approved waste management provider.
Downloads
Our online records management system, Cleardox AMS, allows complete records management for your archives.
Records Management Services
Case Studies
Read our latest customer case studies to find out more about our records management systems and services.
We've got all the answers!
Read our frequently asked questions to find out more about our records management systems and services, or call our team on 0800 046 8081.
Facts & Figures
What we do
We offer physical and digital document services and solutions with AI powered processing including:-
Save space and store archives offsite!
Call our team on 0800 046 8081, or contact us to get started with your archive storage needs.