Legal Document Management

Cleardata offers legal document management & scanning services to law firms and solicitors throughout the UK.  In today’s high paced legal environment, Solicitors and Lawyers are rapidly producing and storing a colossal amount of paper on a daily basis. With many firms expanding into city-centre offices, it is evident that storage space is restricted as well as costly, and the demand for instant access to client information has become progressively difficult and time-consuming.

Legal Document Scanning Services

At Cleardata, we understand confidentially for your legal client files and the importance of a secure scanning process. Our bureau is certified for information security, cyber essentials plus and documents are scanned in line with BS 10008 for legal admissibility. Paperwork is tracked throughout the process, with an audit trail for each stage by user, action and box number.

We can help you capture archived and live client paper documents and convert them to digital format using our fleet of scanning technology.  Digital images can be output to any required format e.g. PDF, JPG or TIFF.  Alternatively, images can be uploaded to our secure cloud based document management system for quick and easy retrieval from multiple locations and users.

Legal documents can be indexed by case reference number, surname, court date,or other data to ensure you can find them quickly using simple keyword terms.

As we scan legal documents to BS 10008 standards (British Standard’s Code of practice for Legal Admissibility and Evidential Weight of Information Stored Electronically) you will get peace of mind that images can be used as evidence at a later date.

Cleardata provides document scanning services for many solicitors and law firms.  All employees are Disclosure checked, with additional vetting to BS 7858.  Our document scanning bureau captures over 11 million images per month. Each digital image is quality checked by two operators, providing a 2 x 100% quality checking service.  We use the latest Kodak and IBML scanners, capable of scanning 730 pages per minute.

Legal Document Storage

We can securely store your archived legal documents offsite in our fully protected, state of the art document storage facility.

With the capacity to store legal documents on a short or long term basis, you can rest assured that your documents will be 100% secure and fully protected against theft, fire and flood (we have Very Early Smoke Detection Apparatus, Flood Detection Sensors, 24-hour Remote CCTV, Biometric Fingerprint Access and Redcare security).

Our online archive management system, Cleardox AMS, allows clients to digitally request retrievals for legal client files stored offsite.  The system also allows the management of retention dates and provides automated notifications for archives ready for destruction.  This allows you to actively manage files stored offsite and only keep documentation for the required storage periods.

We have an impeccable record in the management and storage of legal documents for small law firms through to large legal organisations.

We provide services for:-

Scan on Demand

Need to access a stored file FAST?  No problem! We provide guaranteed digital retrieval of your legal documents within  hours of your initial request.  We will retrieve your information stored in our facility and scan as and when you require it.  Documents can be digitally returned in any required format, for you to access straight from your desktop.  This reduces the need for files to be sent back physically and can also help improve your carbon footprint.

Document Destruction Services

At Cleardata we provide a data destruction service that complies with the Data Protection Act and Freedom of Information Act.

Click here to see The Solicitors Regulation Authority – Records Disposal Schedules – this website indicates the length of time legal records should be stored.