Public Sector
Cleardata delivers document management services for the public sector. We can provide document scanning, digitisation, mailroom outsourcing and secure archive storage. All of which enhances efficiency, security and compliance across education, healthcare and government.
The British public sector plays an important role in delivering essential services and supporting communities across the country.
Whether it's a council, NHS Trust, central government body, or educational institution, efficient information handling is critical to ensuring accountability, operational performance and trust in public services.
Cleardata provides trusted services to public sector bodies for document scanning, secure archive store, digital mailroom and automated document processing. From managing correspondence to extracting structured data from high-volume documents, our document services ensure better use of public funds and enable smarter working.
Our services and solutions are accessible via several public sector frameworks.
Accredited and Trusted
Public Sector Records Management Challenges
The public sector faces a broad range of document management challenges:
Regulatory Compliance
Meeting GDPR and data handling requirements through secure and auditable systems.
Space & Cost Constraints
Valuable office space can be taken over by archives and documents and long-term archive storage and physicaly costs can be expensive.
Remote & Agile Access
Securely accessing critical paper records from multiple locations can be challenging. In addition remote workers can struggle to access paperwork when stored centrally.
Administrative Burden & Errors
A significant amount of staff time can be taken up to manually process incoming mail, forms and other correspondence. Human error and inconsistencies can also occur when entering and processing data.
Public Sector Framework Accessibility - Trusted & Secure
Access our services via various Public Sector Frameworks.
Types of Public Sector Documentation
Trusted by 10,000+ Companies
Our Public Sector Records Management Services
Outsource your document management to Cleardata - we'll work with you to achieve a digital first strategy
Scanning & Digitisation
Our bulk document scanning bureau digitises 11 million images per month. We use the latest Kodak, IBML and Opex scanning technology. Digital records can be indexed by any key reference to enable fast retrieval. To ensure legal admissibility, we comply with BS 10008:2020 standards.
Archive Storage With Smart Digital Retrieval
Documents are stored securely in our UK facilities. Files can be returned digitally via our scan on demand service, or physically using our tracked fleet. Authorised users can perform a file request via our Cleardox Archive Management System. This offers a complete audit trail for your archive management, as well as automated destruction notifications and full reporting capabilities to ensure compliance.
Document Shredding
We can manage your entire record lifecycle, from digitisation to destruction. We offer GDPR-compliant storage, retention controls and secure shredding at end-of-life.
Digital Mailroom Service - Paperwork & Digital Mail
We receive, open, scan and classify documents to digitise incoming your mail. Our intelligent data capture tools can extract key data for output into your existing systems which can be applied to both inbound paperwork and digital documentation. We offer exception management and workflow to allocate documentation to the right team or department, turning physical mail into usable data from day one.
Automated Document & Email Processing
We can manage bulk inbound emails efficiently using intelligent document automation tools. Monitor single or multiple dedicated mailboxes. Our solutions can extract key data, review who the email has come from and the subject type. We can even sort the emails and attachments against your standard list of document types. Data and documents can then be added to your existing systems.
Public Sector Records Management - The Key Benefits
Reasons to choose Cleardata for Public Sector Records Management
Certified & Trusted: ISO27001:2022, ISO9001, Cyber Essentials Plus and BS10008:2020 compliant
Advanced Technology: High-speed IBML, Kodak & Opex scanners are used to ensure reliability and clarity
Specialist Digitisation: We can digitise large format documents, microfiche, microfilm & aperture cards using our specialist technology.
Secure Infrastructure: Hosted on Microsoft Azure with advanced audit controls and cybersecurity.
AI & Automation Ready: Leverage generative RPA and AI for intelligent workflows, data capture and document processing
Transparent Traceability: Full chain of custody with tracked actions from intake to archive
Case Studies
Cleardata is ready to support your public sector organisation in achieving greater compliance, transparency and digital maturity. Read our latest case studies.
How can we help?
View our services below to find out how we can help.
Get in touch to get started!
Call our team 0800 046 8081, or contact us.
We'll be happy to help.