Cleardata provides a range of document management services, including document scanning, secure document storage and electronic document management services to landlords throughout the UK. Being a landlord involves heavy regulation to ensure tenant safety and legal compliance, which can ultimately create a large amount of paperwork.  Managing documents such as:-

  • Gas safety checks and certification
  • Electrical safety records
  • Fire safety and regulation records
  • Operation and maintenance manuals
  • Repairs and maintenance records
  • Tenancy records
  • Health and safety records

Landlords and Tenant Records Management Services

Our landlord and tenant records mangement services are perfect for companies managing large volumes of records such as student accommodation or housing association records.  Cleardata has a fleet of vehicles and can securely collect your records throughout the UK. Here’s some examples of how we can help:-

Document Scanning

Cleardata provides bulk document scanning services throughout the UK.  Our bureau digitises 4 million images every month and can scan both small and large format documents, books, microfiche and microfilm. Scanning technology can convert records such as O&M manuals to digital format, providing a searchable file, bookmarked by any area e.g. electricals, plumbing, building regulation, lifts, air conditioning, cladding and flooring.

Document Management

Once digitised records can be stored in our secure online document management system, Cleardox EDM, providing fast search and retrieval. The system allows landlord and building control records to be viewed from any location, via a web browser, with access control. Documents can be searched whilst using other key systems, with a quick search key functionality. This also offers a full audit trail, allowing you to see document access by user, time and date.

Document Storage

Store your landlords records offsite in our secure document storage facility and benefit from our online archive management system, Cleardox AMS.  Our team can collect and index your archive boxes by any required data, allowing you fast access to documents.  Whilst offsite, you’ll benefit from scan on demand, allowing you to submit a file retrieval and receive the digitised document within hours of request.

Cleardata’s facility is protected by very early smoke detection alert systems, Redcare security, 24 hour CCTV, perimeter fencing and water detection systems.

For further details about Cleardata’s landlords and tenants records management services contact our team  or call 0800 046 8081.