Health And Safety Document Management

Here at Cleardata, we are proud to comply absolutely with GDPR regulations and, as such, we understand how important it is that UK businesses must also comply with different guidelines and regulations, including the Health and Safety at Work Act 1974. You must also make sure that your health and safety records are safely stored, not only for legislative reasons but also as evidence in legal cases. This ensures that you’re demonstrating the correct safety procedures and to also identify staff training needs and Cleardata are on hand to help you with this through our health and safety document management services.

Health & safety document management

Not only should health and safety records be stored and archived safely and securely, but they also need to be disposed of appropriately to protect the data of others, and this needs to be done in line with legislation. Keeping health and safety records housed in the same place can cause many different issues, including communication issues and failing to access documents promptly.

Health and safety records need to be easily accessed as and when needed, because failure to do so could result in detrimental consequences. With an extensive range of different documentation and pieces of paperwork to process and store, it’s no wonder that companies are finding it challenging to handle such a large volume of records. But don’t worry, because Cleardata has the expertise, technology and facilities needed to be able to effectively carry out health and safety document management services when you need it most.

Health & safety document management services you can trust

Cleardata understands that health and safety records contain sensitive and confidential information, which is why we will handle them with the utmost competency. We will collect your documentation in secure and GPS-tracked vans for your peace of mind. Cleardata will then bring them to our dedicated facility where our team of experts will store them with safety and security in mind.

We can either archive your physical documentation or digitise them. The choice is yours when it comes to our health and safety document management services. Cleardata can handle and process a wide range of different documentation, regardless of the size of the documents. When it comes to health and safety records management, we can deal with a range of record types, including the following:

Health and safety document management professionals

Whilst it is unnecessary to keep records forever, you do need to keep information for a certain amount of time under a statutory requirement to keep health and safety documents for a specified period. The team of professionals at Cleardata will be able to take this responsibility away from our clients, giving you absolute peace of mind that you’re following GDPR requirements undoubtedly. As a brief guide of how long you should be keeping health and safety documents, take a look at the following:

Why choose Cleardata for health & safety records management?

Cleardata works with companies throughout the UK, providing secure health and safety document management services to a wealth of different businesses, regardless of the size of the company or the industry they work in. As one of the largest and most secure scanning bureaus in the UK, we can scan a range of documents, with every record meticulously quality-checked, more than once, using our bespoke audit software and qualified checking staff.

Scanning your documents in a format to suit you, images can be saved to disk or uploaded to a secure ftp file for easy viewing. We have invested in Kodak scanning technology, allowing us to scan millions of documents each month. Every record is bar-coded prior to scanning and only dealt with by our own authorised, disclosure-checked employees.

Health and safety records can be scanned to BIP0008, providing legal admissibility for electronically-stored documents in the event that they need to be used as evidence in the future. We can also offer a cost-effective web-enabled health and safety document management system that allows you to access your health and safety records from any location.

In addition, you’ll be able to upload documents yourself for viewing in their original format using our DART system. Each record can be indexed with appropriate keywords to ensure fast retrieval. DART also provides a complete audit trail for a single document as well as the opportunity to:

Renowned throughout the UK for our secure health and safety document management services, we have state-of-the-art facilities to keep your health and safety records secure for either the long or short-term. Accredited to ISO27001 and ISO9001, our health and safety document management facilities are fully-protected, helping to ensure the security of your records – safe-guarding your documents against theft, fire and flood.

Storage features include: VESDA (Very Early Smoke Detection Apparatus), flood detection sensors, 24-hour remote CCTV, biometric fingerprint access and Redcare security. All staff at Cleardata are CRB-checked, disclosure-checked and specially-trained to handle confidential documents, so you can rest assured that when you send items to us for storage, they will only ever be handled by authorised personnel.

If you would like further information about our health and safety document management services, then get in touch with a member of our expert team today – we’re always pleased to hear from you.

How Can Cleardata Help?

At Cleardata UK, we work with companies throughout the UK providing secure document scanning, document storage and document management services.

Document Scanning

As one of the largest and securest scanning bureaus in the UK, we can scan documents of all sizes and every record is 200% quality checked using our own bespoke audit software and qualified checking staff.

Scanning your documents in a format to suit you, images can be saved to disk or uploaded to a secure ftp file for easy viewing.

Having invested in first class Kodak scanning technology, we scan millions of documents each month and every record is bar coded prior to scanning and only dealt with by our own authorised, disclosure checked employees.

Health and safety records can be scanned to BIP0008, providing legal admissibility for electronically stored documents in the event that they need to be used as evidence in the future.

Should you have documents that you prefer to be kept on site, we can even create a scanning bureau within your organisation.

Document Management

Cleardata offers a cost effective web enabled document management system allows you to access your health and safety records from any location.

Working for your business Cleardata’s DART system enables you to upload documents for viewing in their original format (Excel, Word, PowerPoint etc) and each record can be indexed with appropriate keywords to ensure FAST retrieval.

Allowing you see who else has dealt with or worked on records, DART offers a complete audit trail for a single document as well as the opportunity to add notes, messages and assign tasks to other people within your organisation.

Document Storage

Renowned throughout the UK for our secure document storage services, we have state of the art facilities to keep your Health and Safety records safe and secure on a short or long term basis.

Accredited to ISO27001 and ISO9001, our document storage facilities are fully protected to ensure the security of all items inside – safe guarding your documents against theft, fire and flood.

Storage features include: VESDA (Very Early Smoke Detection Apparatus), flood detection sensors, 24-hour remote CCTV, biometric fingerprint access and Redcare security.

All staff at Cleardata are CRB checked, disclosure checked and specially trained to handle confidential documents and you can rest assured that when you send items to us for storage, they will only ever be handled by authorised personnel.

Once your documents have arrived in our facility, they will be indexed and bar coded to ensure easy retrieval in the future.

Scan on Demand

Should you require an archived file for any purpose, we offer a complete scan on demand service.

Working in conjunction with our onsite scanning bureau, we can find your records, scan them and upload them to you in a requested format before returning them to our secure archive – all within two hours of your initial request.

Document Destruction Services

When it’s time for your documents to be destroyed, we provide a confidential shredding and disposal service and can dispose of large volumes of information using our industrial shredding equipment.

All documents will be shredded to level 4 security and a certificate of destruction will be issued for audit purposes.