Police Document Management

Cleardata offers a complete range of document management services for the Police to save time, provide cost savings and free valuable office space. Services include onsite document scanning, offsite document scanning, digital mailroom, secure archive storage and document destruction services.  The police force is one of the most paper-intensive occupations with police officers often spending more time on paperwork and less time on the front line.

With every meeting or interaction with the public requiring some form of “official” paperwork e.g. police reports, witness statements, burglary reports, Anti Social Behaviour forms and much more, it is easy for important documents to build up, be misfiled or mislaid.

Onsite Document Scanning

Due to the sensitive nature of Police files, we appreciate that not all documents can be taken off-site and therefore we can create a unique onsite scanning bureau complete with high-speed scanning equipment.  Training your team to prepare documents for scanning, our trusted, experienced staff will carry out scanning and 2 x 100% quality checks.

During scanning, documents will be indexed for bulk import into your own secure document management system for easy retrieval.

Offsite Document Scanning

Providing an offsite document scanning service, we have a state of the art scanning bureau kitted out with the latest scanning technology.

Scanning images of all sizes, we scan your documents to BSI’s Code of Practice PD000 – the highest level of legal admissibility for scanned documents and data, maximising their value in a court of law.

With fully secure premises e.g. Biometric Finger Print Entry, Redcare Security, Enhanced Fire Detection, Argon Gas Protection, Water Detection, 24 Hour CCTV and Security fencing, you can rest assured that your documents will be fully protected against theft, fire and flood.

Whether you need bulk scanning of archived documents or you want to utilise our scan on-demand service, we can output your images in a format to suit your requirements.

All documents will be indexed using OCR technology allowing your records to be digitised, searched and retrieved FAST.

Digital Mail Room Solutions

To help automate your paper processes and save time manually handling and indexing your paperwork, Cleardata offers an efficient digital mailroom service.  Our experienced team can carry out daily bulk scanning of documents, using the very latest scanning technology.  This can be quickly accessed and set up to handle large scale appeals and investigations.  Once scanned data can be automatically indexed by key criteria, using specialist OCR and capture software.

Secure Document Storage

Cleardata offers a secure document storage facility, protected by the latest in fire detection, biometric fingerprint entry, 24 hour CCTV and Redcare security.  Documents can be retrieved quickly using our scan on-demand service and archives are fully managed using barcode labelling and a unique AMS (archive management system).

Document Destruction

Cleardata provides a secure destruction service that fully complies with data protection legislation.

Being accredited to ISO27001 (Information Security) and ensuring documents are destroyed to MOD standards AND level 4 security, Cleardata is a trusted provider of secure shredding services to private and public sector companies throughout the UK.


Accredited to ISO27001 (Information Security) and ISO90001/2008 (Quality Management), Cleardata provides document scanning services to Police and Criminal Investigation Units.

All of our employees have been disclosure checked by Disclosure Scotland and security clearance checked to NPPV level 2 (non-police personnel vetting) and understand the essential security and confidentiality requirements demanded within this industry.

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