Utilities Document Management

Cleardata offers Document Management Services for the Utilities Industry. We help many utility companies to go paperless with our document scanning, archive storage, cloud document management, digital mailroom, data capture and invoice processing services.

Utility companies produce high volumes of paperwork recording Operational, HR, Finance, Health & Safety, Standards of Service and Customer Service Data.  Cleardata can help understand your existing paperwork processes and provide suitable recommendations to help reduce paperwork and manual processes, saving valuable time and money.

Document Scanning

Cleardata has a modern document scanning bureau, equipped with Kodak high production scanners and converts over 3 million images to digital format every month.  All scanned images are quality checked twice,  by two separate operators.  Our bureau can scan any size of image, including small-format tickets or receipts up to large format drawings, maps or plans.  Once scanned, documents can be converted to any digital format.  Our IT team will work with you to ensure digital images are compatible with existing office systems.

We offer a UK collection service, with our own fleet of vehicles.  During their stay at our premises, records are protected by our enhanced fire and security systems.  The building is protected by biometric entry systems and all staff are security checked.

Archive Storage

Cleardata offers secure document storage for utility documentation and paperwork in our modern facility.  We offer a fully managed archive storage service, with a UK collection and boxing up service, managed destruction dates, on-site shredding and fast digital retrieval.  Documents can be stored offsite and retrieved quickly using our scan on-demand service.  Our team can retrieve your paperwork, scan, upload and return to your desktop within a guaranteed 2 hours of your initial request.

Process Outsourcing

Our business offers a digital mailroom service to convert any type of paperwork to digital format.  Divert your post to us and we can sort, open and scan it.  Data can be returned for your team to process via secure FTP, or alternatively, we can upload it to our cloud document management solution.  This enables workflow rules to be set up to automatically route data to the correct person in your business to process. We can also help by automatically extracting data from your digital documents.  For example, we can extract reference numbers, addresses, name details or even strings of text automatically using clever capture software.  We can then compare this data to your existing systems data and verify the information for you.  This technology is regularly used for invoices and claims paperwork.

Data Entry

We offer data entry services, with guaranteed quality and accuracy for your capture requirements. We can enter data manually for you, with our team of data entry staff. Alternatively, we can help design your forms for optimum scanning capture rates.  Using bar codes we can help reduce the amount of data required and also increase the accuracy of your data capture.

Intelligent Data Capture

We can automatically extract data from forms or documents and have experience of extracting information from utility bills, using intelligent capture software.  This reduces the amount of manual data entry involved in processing utility bills and information for business customers.

Watch our Videos to see how we can help:-

Document Scanning

Invoice Processing

 Digital Mail Room