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Scan on Demand

Cleardata offers offsite document storage with fast digital retrieval, via our scan on demand service. File retrievals are delivered digitally, with a full audit trail via our Cleardox Archive Management System.

Scan on Demand Services

Our secure archive storage comes with a flexible scan on demand service that allows you to securely store your documents offsite, with the ability to digitally retrieve files quickly and easily, as and when you need them. This is an ideal solution for:-

  • Modern agile working - access your documents stored offsite from any location which is great for home workers or colleagues working from various office locations.

  • Reducing physical archive collection & retrieval costs - scan on demand offers an affordable retrieval solution, only digitise what you need

  • Improved sustainability - reduce the need for physical document collections and retrievals and improve your carbon footprint.

  • Improving compliance - a full audit trail is provided for your retrievals,

Our scan on demand storage facility is protected by the latest in fire and water detection systems, with facial recognition systems and 24 hour monitored CCTV. We’re also accredited for Information Security, Quality Management Systems, Legal Admissibility of Electronic Information and Secure Destruction Services.

If you’d like to find out more about our scan on demand services, give us a call today on 0800 046 8081.




Document Scanning Services from Cleardata

Accredited and Trusted

Scan on Demand Process

Our scan on demand services are available to a vast range of companies and organisations, no matter the size. Combining secure document storage with our state-of-the-art scanning bureau and a dedicated team, scan-on-demand services from Cleardata can always be counted upon.



Approved users can submit a file requests via our online Cleardox Archive Management System. Users can select both the urgency of the retrieval, as well as the required method of return.
A member of our team will retrieve your files from our secure archive storage facility. Files are checked out by user, time, action and date for each stage of the process, using our barcode management system which provides a full audit trail.
The documents are scanned using our advanced IBML and Kodak scanning technology, with quality checked to ensure high standards.
Digitised files can be returned by SFTP (secure file transfer protocol) or uploaded to SharePoint. Cleardata also offers a cloud based electonic document management solution, Cleardox EDM, which provides fast access to your documents from any location.
Any physical interaction with your records is recorded via our Cleardox Archive Management System, providing a full audit trail. Cleardox offers full reporting capability, which is perfect for your Compliance Team and audit procedures.

Our Benefits

Scan on demand can help reduce your long term archive costs, increase compliance & improve your carbon footprint. This is a flexible and sustainable solution providing a modern way of working.

  • Cost Effective Solution

    Store documents offsite and scan on demand, as and when you need your files or documentation. No more costly physical deliveries.

  • Fast & Convenient File Retrieval

    File requests can be submitted online via our cloud based solution, providing fast and convenient retrieval from any location. Files will be retrieved, scanned and returned on a same day basis. We offer various service levels and will work with you to ensure we meet your business needs.

  • More Office Space

    Cleardata’s Archive Scanning and Scan on Demand services free up office space by eliminating paper clutter and files. Re-purpose your office space for more productive business work or even look to move to a smaller office.

  • Agile Working

    Allow your colleagues to work from any location with fast and flexible access to your business archives and documentation. With fast file retrieval, this is a perfect solution for agile working.

  • Reduce Risk

    Reduce the risk of valuable files or documentation getting lost, or going missing in the post. Our scan on demand retrieval ensures documents are delivered digitally, with files returned to their stored box and a full audit trail.

Free Instant Quote Online!

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

Cleardox AMS - Online Archive Management

Cleardata offers Cleardox AMS to all our archive customers. Clients can access this system online to perform file requests, arrange collections, order additional archive boxes, extend storage periods and even manage destruction.

What does Cleardox AMS Offer?

  • Retrieve Files: Authorised users within your business can perform file requests. The system displays boxes in storage and the user simply selects the file or files, the required urgency level and method of retrieval.

  • Collection Request: Need some boxes collecting? Submit a collection or delivery request via the system.

  • Archive Boxes & Supplies: Order additional barcode labels or archive boxes.

  • Automated Destruction Notifications: Cleardox AMS provides automated destruction notifications to your authorised users. This ensures you only keep your archives in line with your retention requirements, improving GDPR compliance and keeping your long term archive costs down.

  • Improve Compliance & Reporting: The system offers standard reporting capability, allowing you to see any interaction or actions with your records which is ideal for auditing and compliance purposes.

Electronic document management system from Cleardata

Trusted by 10,000+ Companies

Fast retrieval

Why Choose Us?

Secure archive storage combined with onsite scanning

Cleardata's secure archive storage facilities offer high volume scanning capability on site, using the latest Kodak, IBML and Opex scanning technology.

Trusted

Cleardata has achieved high accreditation standards and has many NHS, public sector and blue chip businesses amongst our clients. We have a dedicated Compliance & Governance Director who is a qualified Data Protection Officer. The business is assured to ISO27001:2022, ISO9001, ISO 22301, Cyber Essentials and Cyber Essentials Plus.

Fast digital retrieval

We can offer fast digital retrieval via our scan on demand service and have high production capability.

Legal Admissibility


All images are digitised in line with BS 10008:2020 for legal admissibility.

Customer service

Our dedicated Account Managers and Customer Service Team are available via phone or email. We offer a personal service and are happy to help.

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

Secure document storage

Cleardata operates six state-of-the-art, secure document storage facilities across the UK. These purpose-built archive sites are equipped with advanced security measures and comprehensive fire and water detection systems. Our commitment to security ensures your documents are always protected. Key features include:

  • Secure entry systems

  • 24-hour CCTV surveillance

  • Perimeter security

  • Fire detection

  • Water detection

  • Climate control

Secure cleardata premises

Sustainability

Cleardata’s environmentally friendly scan-on-demand 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

The document scanning bureau is combined with a secure storage and shredding facility.

Archive Storage Services
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Case Studies

Read our latest customer case studies to find out more about our document scanning services.

FAQ's

Find out more about our scan on demand service. Check out our FAQ's, or call our team on 0800 046 8081.

Our scan-on-demand service allows files to be retrieved, scanned and returned digitally. A full audit trail is provided, improving compliance for file retrievals. This service is also environmentally friendly, reducing the number of physical journeys and ultimately your carbon footprint.
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

160 million

images digitised per annum

730

images scanned per minute

1 billion

documents stored

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.