Medical Document Management

Medical Document Scanning & Storage

At Cleardata, we offer secure NHS Medical Records Storage, Document Scanning, Management and Document Destruction services to private and public sector organisations throughout the UK and guarantee to handle your medical records in accordance with the Data Protection Act.  Cleardata is registered on the Information Commissioner’s Public Register as a Data Controller. Our Data Protection Act registration number is Z9057893.

Accredited to ISO27001 (Information Security), ISO9001 (Quality Management), BSI 10008:2014 (Legal Admissibility of Electronic Information), Cyber Essentials Plus and BS EN 15713 (Secure Destruction of Confidential Information) we will work alongside your Document Controllers and Records Managers to ensure the complete safety and protection of your patient records and notes. The company has also invested in Certified Information Privacy Manager training for our compliance team to provide a GDPR trained Practitioner for our business.

Cleardata has submitted a Data Protection and Security Toolkit (DSPT) Return.  The Data Security & Protection Toolkit is an online system allowing NHS and Health & Social Care organisations and partners to assess themselves against the National Data Guardian’s ten data security standards.


Medical Records Storage

Cleardata provides state of the art secure medical records storage, fully protected against theft, fire and flood.  The company already provides services to many NHS, Health and Social Care organisations, click here to read our case study for the West London Mental Health Trust.

Our archive storage facility is fitted out with a very early smoke detection alert system, biometric fingerprint entry, Redcare security and water detection alert system.

Medical documents are securely stored and maintained according to retention periods and at your request will be destroyed legally and securely. The company has an on-site shredding facility and can provide managed destruction dates and notifications for your records.

Archive Records Management

Cleardata’s offers Cleardox, a secure online archive management system, which provides efficient management and real-time reporting for patient records stored offsite. Cleardox enables users to:_

  • View a statement of their records stored at Cleardata’s facility.  The system records any interaction with their files/boxes, providing a full electronic audit trail of all movement.
  • View reports/management information
  • Arrange Collections/Deliveries
  • Order Archive Boxes and Barcode Labels
  • Manage users/access by role

Medical Records Scanning

Our large scale scanning bureau is set up for high volume scanning and can cope with bulk requirements for digitising your medical notes and paperwork.

Using the latest Kodak scanning technology, we can scan medical documents to BS 10008:2014 and all scanned documents are guaranteed to undergo 2 x 100% quality checking procedures.

With the ability to handle all sizes of paperwork (up to AO), patient and medical records, barcode labels and all types of small format documents can be scanned and output to a variety of digital formats. We also provide paperless handheld systems for ambulance trusts.

Cleardata regularly digitises sterile services unit records. Our scanners can cope with these records which can often be in the form of till roll style receipts and small format documents.  Our bureau can also digitise Medical Journals, scanning any size of Journal.

Online System

When you work with Cleardata, no longer will you need to suffer mislaid or misfiled medical documents, nor will you have to spend hours looking for and re-filing documents.

Our online system  Cleardox EDM ensures a faster, more accurate storage and retrieval solution for all types of data and documentation.

A web-enabled system, Cleardox is a hosted service that offers the following benefits:

  • Secure electronic storage
  • Fast retrieval of documents
  • Easy online search facility
  • More physical storage space
  • Reduced Costs – no hardware or software investment
  • Better use of staff time – no longer will you need a whole department of staff to manage your records;
  • It’s user friendly and allows multiple authorised users
  • Documents can be easily shared in their original format
  • It’s affordable!

Call our friendly team today for more information or to arrange a demonstration.

Our Experience

Providing patient record scanning and archiving services for over thirty NHS Trusts, Primary Care Trusts, PCT and acute trusts, Cleardata is proud to have recently won a seven-year contract with one of the largest mental health services within the UK (West London Mental Health NHS Trust (WLMHT) ).

Our experienced, professional team collect, index and securely archive over 300,000 patient records across 32 WLMHT clinics as well as provide a complete Scan on Demand solution – enhancing the speed and ease of retrieval of patient and health.

Vishal Chohan, Project Manager at the West London Mental Health Trust, said:

‘We selected Cleardata due to their impressive reputation in managing medical records storage and scanning services for NHS Trusts. We were delighted that they were able to integrate their service with our new document management system, as it allows us to securely request records much faster than we were able to do in the past”.

Click here to see the full case review.

The National Health Service (NHS) stores a large amount of active and inactive health records that require vast physical storage as well as multi-faceted document retrieval and management.  The industry is looking to go paperless by 2020 and Cleardata is an approved, trusted supplier for the industry.  The company can help with medical records scanning, secure document storage and document management solutions.  Records commonly digitised and stored include:-

  • Patient Health Records
  • GP Medical Records
  • Medical Notes
  • PCT Records
  • Endoscopy Records
  • Sterile Services Unit Records
  • A&E, Birth and Theatre Registers
  • X-ray Records and Imaging
  • Microfiche and Microfilm
  • Immunisation Records
  • and much more!

Whilst paper does have an important part to play with regard to clinical and evidential values, the government has set a milestone to achieve a paperless NHS by 2020 – meaning that Hospital, PCT and GP records should be accessible at the push of a button.

If you would like to find out how Cleardata can help you, please contact our friendly team today to arrange a consultation. Contact Us