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Records Management System

Cleardata offers secure archive storage services for businesses looking to free up office space, or improve compliance. Our bespoke online archive records management system, Cleardox AMS manages archived records stored offsite in a compliant and efficient manner. 

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 bar code 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 archive 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, managing archive tasks effectively and seeing their entire document inventory on demand. Here’s how our records management system works:

We can import existing archive lists into our Cleardox AMS System, if available, when your archives are ingested into Cleardata’s secure facility. Alternatively, our team can index your archives on arrival. This can be at 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 box and file level.
Manage your records management users via a secure admin area, with varying levels of access including Standard Users, User Administrator and Department Administrators.
Authorised users can submit file requests via the Cleardox, 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 Cleardata’s records management system including:-

  • Free Up Time

    Improve your records management and save valuable time searching for critical business information.

  • Agile Working

    Your team can work remotely when relying on our Cleardox AMS cloud-based archive records management system, allowing for both hybrid and remote working models.

  • Better Compliance

    You can improve GDPR compliance by destroying archived records when needed as a result of automated document destruction notifications from our Records Management System. Full audit trails are available.

  • Reducing Risk

    Have a full view and reports of your archived records and reduce business risk. Our records management system allows records to be indexed at file, or box level, depending on your business requirements.

Free Instant Quote Online!

For further details call 0800 046 8081 today or use our instant quote tool online now!

Trusted by 10,000+ Companies
Archive Storage Boxes from Cleardata

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.


  • We didn’t expect that Cleardata would sort out the management of our logistics for us, but they’ve been great, sorting out all the collections and liaising with our incumbent suppliers. It’s been hassle free for us!

    Lucy Scott, Data Protection Officer, VIVID

  • It's been refreshing to collaborate with a company that consistently brings practical solutions to the table. From their Drivers to the Archive Team and Account Managers, the whole experience has been open and transparent.

    Group Head of IT, Simarc Property Management

  • I've been really impressed by the services offered by Cleardata and their team has been a dream to work with.

    Supporter Care Manager, Asthma + Lung UK

Sustainability

Cleardata’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
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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.

Cleardata has a fleet of vehicles and can collect your documents from anywhere within the UK or Ireland.
Cleardata’s document storage facility is protected by biometric finger print and facial recognition entry systems, enhanced fire detection systems, water detection, 24 Hours CCTV and Redcare security. Staff are security cleared and vetted to BS 7858.
Our normal operating hours are 8 am - 5 pm, Monday to Friday.
Yes, Cleardata boxes are exceptionally strong and feature an integral lid as part of the design. Boxes are delivered flat-packed. Please ask for details, or contact your Account Manager.
Yes, we would add any existing archive lists to our Cleardox Archive Management System.
Cleardata’s archive boxes are approximately 42cm in length, 31cm in width and 26 cm high.

What we do

We offer physical and digital document services and solutions with AI powered processing including:-

Facts & Figures

1 billion

documents stored

Online archive

management system

730

images scanned per minute

160

Cleardata employees

20 years

document management experience

Save space and store archives offsite!

Call our team on 0800 046 8081, or contact us to get started with your archive storage needs.