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
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.
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
Benefits
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.
Cleardata helps us to provide fast document processing and a high standard of customer services. They took the time to understand our business needs and meet our daily KPI requirements. Their team are friendly and are always happy to help.
Manager,
Atom bank
Cleardata have an efficient and effective team of dedicated staff who are passionate about the high-quality service they provide. All scanning carried out by Cleardata has been of a high standard.
They have dealt with a variety of formats and documents of different quality – some of which have been delicate,.. Read More
Project Officer,
Northumberland County Council
Managing our personnel files using Cleardata’s Document Management Software means we’re able to access records far more quickly and reduces time spent on searching through our old paper based files, which in turn keeps our staff happy.
The system acts as a central repository for all HR records, which is important to the business.. Read More
HR Manager,
Virgin Care
“We were really pleased with the service received, from our initial appointment all the way through to collection of the files.
Cleardata were very professional and helpful. We have found it very simple to obtain copy files when necessary.”
Director,
Kirkham Legal
Cleardata have always been extremely efficient with processing and sorting all of our mail, scanning and digitally sending them every day. The quality and speed of the scanned images are above and beyond of what we could achieve internally.
A very welcomed addition to our administration processing.
Implementation Projects Manager,
Premier Pensions
“Cleardata’s invoice processing system has had a very positive impact in our Accounts team. We are saving huge amounts of time, as well as saving paper and money. Our customers are receiving their invoices soon and because it’s in a better format than before, they’re paying sooner!
We now spend less.. Read More
Finance Manager,
Orona
“We find Cleardata’s new archiving system very easy to navigate and very user friendly.
Because we can now access all requests on-line it allows us the opportunity to access the system out of hours which is a very positive move for us as sometimes documents are requested after business hours.
The retrieval.. Read More
Office Administrator,
Clyde & Co
Cleardata were selected to digitise 3500 Large Format Plans for Telford & Wrekin Council’s Neighbourhood & Customer Services Department.
The company were awarded the project, due to their capability to quickly covert the large format documents within the Council’s two week deadline.
The process was quick and easy and the service we.. Read More
Street Lighting Technician,
Telford & Wrekin Council
Cleardata reviewed Virgin Care’s existing manual invoice processes to cope with increasing demand, 32 different legal entities, reduce manual invoicing tasks and improve our digital invoice quality.
The transition to a fully outsourced service was much smoother than expected. Cleardata have been an absolute pleasure to work with and the time.. Read More
Finance Team,
Virgincare
I would like to say on behalf of everyone at PharmAthene UK, a huge thank you for all your hard work with our documents!
A more professional company we could not have found. The speed and quality of your work has been commented and complimented on by everyone here.
Our team were.. Read More
Quality Manager,
PharmAthene
Cleardata were selected as United Utilities scanning partner for the digitisation of 25,000 large format reservoir drawings.
We chose them on the basis of the quality and security of their services.
The scanning service was delivered ahead of schedule and I’ve had lots of feedback about the scanned images. Everyone thinks the.. Read More
Kate Luxton,
United Utilities
Cleardata have always shown flexibility and adaptability to Peabody’s changing archive storage requirements.
Communication has been excellent. The team are always willing to answer questions and provide prompt information.
The quality of the document scanning has also been excellent, allowing Peabody to commence a process of paper destruction with confidence.
Cleardata has consistently.. Read More
IT Programme Manager,
Peabody
Cleardata has provided LSG with a secure digital mail room solution that has helped us to significantly reduce our processing costs, secure our confidential data, go paperless and speed up our overall insurance claims processing.
This project was key to our business operation, so a number of service levels and KPI’s.. Read More
LSG Project Manager,
Lifestyle Services Group
We had an event which meant that staff were unable to enter our building for 48 hours. Being a law firm we love our paperwork and we soon realised even though we could connect up to our IT systems with no problem, staff were unable to work without their paper.. Read More
IT Service Manager,
Harrowells Solicitors
We selected Cleardata due to their impressive reputation in managing medical records storage and scanning services for NHS Trusts. We were delighted that they were able to integrate their service with our new document management system, as it allows us to securely request records much faster than we were able.. Read More
Vishal Chohan,
West London Mental Health
Knights – Digitisation & Storage
Project Background Knights is the UK’s fastest growing regional legal services business. With offices throughout
Karbon Homes – Digitisation
Project Background Housing Association Karbon Homes serves the North East and Yorkshire, with a portfolio of
believe housing – scanning & data migration
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Syngenta – Invoice Processing
Background Syngenta is a leading global provider of agricultural science and technology, primarily relating to
Our business is built on quality, information security and innovative processes. Cleardata is GDPR Compliant and has been awarded ISO9001, ISO27001, BS 10012, Cyber Essentials Plus and BS10008:2014. We pride ourselves on our awards and accreditations. See all our accreditations
Cleardata offers document scanning and archive storage in a secure, accredited facility.
