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.
Cleardata helps us to provide fast document processing and a high standard of customer services. They took the time to understand our business needs and meet our daily KPI requirements. Their team are friendly and are always happy to help.
Manager,
Atom bank
Cleardata have an efficient and effective team of dedicated staff who are passionate about the high-quality service they provide. All scanning carried out by Cleardata has been of a high standard.
They have dealt with a variety of formats and documents of different quality – some of which have been delicate,.. Read More
Project Officer,
Northumberland County Council
Managing our personnel files using Cleardata’s Document Management Software means we’re able to access records far more quickly and reduces time spent on searching through our old paper based files, which in turn keeps our staff happy.
The system acts as a central repository for all HR records, which is important to the business.. Read More
HR Manager,
Virgin Care
“We were really pleased with the service received, from our initial appointment all the way through to collection of the files.
Cleardata were very professional and helpful. We have found it very simple to obtain copy files when necessary.”
Director,
Kirkham Legal
Cleardata have always been extremely efficient with processing and sorting all of our mail, scanning and digitally sending them every day. The quality and speed of the scanned images are above and beyond of what we could achieve internally.
A very welcomed addition to our administration processing.
Implementation Projects Manager,
Premier Pensions
“Cleardata’s invoice processing system has had a very positive impact in our Accounts team. We are saving huge amounts of time, as well as saving paper and money. Our customers are receiving their invoices soon and because it’s in a better format than before, they’re paying sooner!
We now spend less.. Read More
Finance Manager,
Orona
“We find Cleardata’s new archiving system very easy to navigate and very user friendly.
Because we can now access all requests on-line it allows us the opportunity to access the system out of hours which is a very positive move for us as sometimes documents are requested after business hours.
The retrieval.. Read More
Office Administrator,
Clyde & Co
Cleardata were selected to digitise 3500 Large Format Plans for Telford & Wrekin Council’s Neighbourhood & Customer Services Department.
The company were awarded the project, due to their capability to quickly covert the large format documents within the Council’s two week deadline.
The process was quick and easy and the service we.. Read More
Street Lighting Technician,
Telford & Wrekin Council
Cleardata reviewed Virgin Care’s existing manual invoice processes to cope with increasing demand, 32 different legal entities, reduce manual invoicing tasks and improve our digital invoice quality.
The transition to a fully outsourced service was much smoother than expected. Cleardata have been an absolute pleasure to work with and the time.. Read More
Finance Team,
Virgincare
I would like to say on behalf of everyone at PharmAthene UK, a huge thank you for all your hard work with our documents!
A more professional company we could not have found. The speed and quality of your work has been commented and complimented on by everyone here.
Our team were.. Read More
Quality Manager,
PharmAthene
Cleardata were selected as United Utilities scanning partner for the digitisation of 25,000 large format reservoir drawings.
We chose them on the basis of the quality and security of their services.
The scanning service was delivered ahead of schedule and I’ve had lots of feedback about the scanned images. Everyone thinks the.. Read More
Kate Luxton,
United Utilities
Cleardata have always shown flexibility and adaptability to Peabody’s changing archive storage requirements.
Communication has been excellent. The team are always willing to answer questions and provide prompt information.
The quality of the document scanning has also been excellent, allowing Peabody to commence a process of paper destruction with confidence.
Cleardata has consistently.. Read More
IT Programme Manager,
Peabody
Cleardata has provided LSG with a secure digital mail room solution that has helped us to significantly reduce our processing costs, secure our confidential data, go paperless and speed up our overall insurance claims processing.
This project was key to our business operation, so a number of service levels and KPI’s.. Read More
LSG Project Manager,
Lifestyle Services Group
We had an event which meant that staff were unable to enter our building for 48 hours. Being a law firm we love our paperwork and we soon realised even though we could connect up to our IT systems with no problem, staff were unable to work without their paper.. Read More
IT Service Manager,
Harrowells Solicitors
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.. Read More
Vishal Chohan,
West London Mental Health
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