Archive & Records Management System

Cleardata offers unrivalled records management services to customers throughout the country, helping businesses and companies alike to streamline their processes and achieve a paperless office. Cleardata is proud to have developed Cleardox, a bespoke online archive and records management system for clients who need document storage solutions. This secure application is delivered via a self-service website and enables our clients to manage their document lifecycle, see an inventory of your documents in our archive at any time and manage tasks, including:

  • Accessing and viewing online statements of archives and files in storage
  • Finding and and submitting file requests for our team to retrieve, scan and return
  • Selecting urgency of retrieval and a method for return, such as email, SFTP or physical
  • Requesting document collection or delivery
  • Managing and updating locations, such as your address details
  • Ordering storage supplies
  • Requesting additional archive boxes or barcode labels
  • Managing destruction notifications
  • Retrieving request activity reports
  • Requesting box status reports
  • Reviewing box contents reports with the ability to filter by department, for example
  • Viewing your audit trail

Steps of archive and record management

Records management services you can rely on

Flexible access and management of archives is a key success factor for clients looking to outsource their archives with records management services. Cleardox records management system allows you to remain completely in control of your documents. You’ll be able to login at any time of the day or night, from anywhere in the world, using your personal password if you’re wanting to:

  • View and print statements as and when required
  • Ask our team to retrieve documents you wish to see
  • Control users who are able to access your files
  • Check who is accessing your documents
  • Check when staff are accessing your documents
  • Assess how frequently they’re accessing your documents
  • Manage and access an inventory of your stored documents
  • Receive notifications for documents approaching destruction dates
  • Organise your documents that are stored offsite
  • Instruct the professionals at Cleardata on how to handle your documents, including destroying documents when required

We have an onsite scanning bureau accompanying our storage facilities, so we have a full scan-on-demand service available. If you want to retrieve a document quickly, we can scan it in as little as 2 hours and send it directly to your desktop. It’s a quick and efficient way of receiving your documents and it’s something you can order from the records management system Cleardata has available to you, regardless of the industry or sector you work in.

Any business is required to save certain records as a legal requirement, it is therefore crucial that there is a secure and reliable solution available which allows you to store your documents safely and securely. The experts here at Cleardata are fully-vetted and highly-trained in the handling or storing of documentation, so if you’re looking for records management services you can trust, then look no further than Cleardata.

Why choose Cleardata for records management services & storage?

All of our document storage facilities are secure and accredited to ISO27001 for Information Security. In addition to that, they’re also run by our dedicated team of fully-trained and highly-qualified professionals, who draw on their wealth of knowledge and expertise in the records management field. Despite counting on records management services and archive storage services from Cleardata, you will still remain in complete control of all of your documentation.

As a proud Kodak partner, Cleardata only ever uses quality equipment made to the highest possible standards in order to deliver unrivalled, timely results every single time.

We are a Kodak partner so if you require scanning services, we use the best equipment to deliver high quality results at an extraordinary pace. The records management services from Cleardata enables the following for your business:

  • Secure online tracking of documents
  • Convenience by way of effective and precise control and management
  • Seamless control of your documentation and paperwork, regardless of the nature of the information being handled

If you would like further information about our records management services from Cleardata, get in touch with a member of our professional, specialist team today – we’re always pleased to hear from you.

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

By logging in securely to Cleardox Archive Management System, you can:

  • View and print statements as and when required
  • Provide a user access list to secure your records
  • Ask us to retrieve documents that you wish to see
  • See how frequently or infrequently you access your documents
  • See which users are accessing documents
  • Manage and access an inventory of your stored documents
  • Receive notifications for documents approaching destruction dates
  • Inform us to destroy documents that are no longer needed
  • Organise your documents stored offsite
For further details call 0800 046 8081 today or use our instant quote tool online now!Quick Quote


The exclusive Archive Management System enables you to:-

  • Secure Online Tracking of Your Documents – Quick and easy access to a live, online statement of your documents and records stored offsite. Access reports to see which users have accessed your records over a given period.  Back up your records management organisation with a secure electronic audit trail ,  work out your costs and manage the complete document life cycle of your information. Cleardata’s Archive Management and Storage Solution saves you time, effort and helps you to get organised.
  • Convenience – Order digital retrievals, collections and deliveries through our unique online system.  Need more barcode labels or boxes for archive purposes simply enter your customer details and job information and we’ll sort it for you. Having access to our unique Archive Management System means that YOU can access an inventory of your stored documents online, as and when you want to – you don’t have to phone or contact a member of our team to do so.
  • Keep Control of Your Archive Costs – Our AMS provides a full reporting system, enabling you to track the costs of your archive storage.  Control the costs of your physical and digital retrievals.  Manage which documents are being accessed regularly and receive automatic notifications for destruction of records.
For further details call 0800 046 8081 today or use our instant quote tool online now!Quick Quote