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.
Onsite Scanning Bureau
At Cleardata, we understand how confidential your legal client files are and how important it is that they do not leave your site.
By creating an onsite scanning bureau at your premises, we can help you capture archived and live client paper documents and convert them to digital format. Digital images can be output to any required format e.g. PDF, JPG or TIFF. Alternatively, images can be uploaded to a secure online system for quick and easy retrieval from multiple locations and users.
Legal documents can be OCR indexed by case reference number, surname, court date or other to ensure you can find them quickly and easily using simple keyword terms.
As we scan legal documents to BIP0008 standards (British Standard’s Code of practice for Legal Admissibility and Evidential Weight of Information Stored Electronically) you will get peace of mind that your images can be used as evidence at a later date.
For information on the best scanning solution to suit your needs, call our knowledgeable team today – our staff can help you set up your new system as well as provide full training and advice relating to document preparation, document scanning and document indexing.
Legal Document Scanning Services
Cleardata provides document scanning services for many solicitors and law firms. Our bureau is accredited to ISO27001 for Information Security, with all employees Disclosure checked and security cleared to NPPV Level 2 (Non-police personnel vetting). Our document scanning bureau captures over 3 million images per month. Each digital image is quality checked by two operators, providing a 2 x 100% quality checking service. We only use the latest Kodak scanners, capable of scanning 410 images 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).
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:-
- Client Files
- Compensation Claims
- Search Files
- Death Certificates
- Mortgage Files
- Legal Packets
- Disclosure Documents
Scan on Demand
Need to access a stored file FAST? No problem! We provide guaranteed digital retrieval of your legal documents within two 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.
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.
We offer a secure online, cloud-based system enabling you to fully access and manage your legal documents from any location using a web browser.
- Documents can be scanned, indexed and uploaded to our online document management solution. This allows for documents to be searched and retrieved by any key field. Enabling you to find information quickly and easily in their original format.
- Cleardata’s online solution provides a full electronic audit trail
- Assign tasks, associated with documentation to other people within your organisation
- Automate the workflow of your legal documentation, route documents to assigned users for query or approval
- Use a shared workspace, share documents, news, discussions and project management information with other users
- Saving you money, this solution involves no software or hardware capital investment.
- If you would prefer to upload into your own document/case management system you can!