Housing

Empowering housing providers with digital document solutions. Cleardata helps you manage tenancy records, compliance files, and property data securely, efficiently, and remotely.

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Housing

The UK housing sector is critical to supporting communities, managing thousands of properties and maintaining essential services for tenants. Property managers, local councils and housing associations rely on up-to-date, accurate documentation to ensure compliance and responsiveness.

Cleardata offers document scanning, secure offsite archive storage, digitial mailroom and intelligent document processing services that can be tailored to housing providers. Our digitisation services enable fast access and agile working for housing colleagues to work remotely, while still accessing tenancy records and data.

Our secure offsite storage with scan on demand retrieval service, provides fast access to records stored offsite. A full audit trail is delivered via our online archive management system for compliance purposes.

Cleardata’s digital services enable the automated processing of structured forms and documents, using the power of the latest generative AI technology. Transform your housing association, or property management company with document services from Cleardata. Increase productivity and accuracy while reducing costs and enhancing customer service. Call our team on 0800 046 8081 to get started.

Accredited and Trusted

Handling documents in the housing sector poses several challenges, such as:

Regulatory compliance

Complying with regulatory frameworks and data protection, like GDPR.

Managing tenancy records efficiently

Managing tenancy documents, inspections, maintenance and property logs can be time-consuming.

Lack of physical storage space

Storage space can be limited in prime office locations. It can also be expensive to use up valuable office space for paperwork.

Home and agile working

Accessing and retrieving paperwork and documentation can be a challenge when working remotely.

Types of Documentation

Tenancy records

Deeds

Property plans

Housing records

Property maintenance records

Compliance records

Supplier records

Large format plans

HR records

Financial records

Document scanning, archive storage, mailroom and document management services for the housing sector.

Save time, reduce costs and increase efficiency for your housing organisation.

Digitisation Services

Cleardata can digitise bulk volumes of housing records, for example tenancy records or deeds using our state of the art technology. Documents can be indexed by any required field such as tenant ID, property reference or date.

Document Storage

Housing records are stored securely off-site with the ability to scan and retrieve documentation as and when you need it. File requests are submitted using our online archive management system, Cleardox AMS. We can provide a full audit trail to ensure compliance.

Digital mailroom services

Digitise inbound post on arrival, such as tenant correspondence or complaints. Documents will be opened, sorted, digitised and returned for handling by the appropriate team

Outbound print and mail

Cleardata offers printing and distribution for your outbound print requirements. Save time and money on your outbound post.

Cloud document management solutions

Our Cleardox EDM System provides fast and secure access to your digital documents with full audit tracking and permission controls. Access your digitised documents from any location using our cloud document management system. We've invested in the latest IT & Cyber Security Systems.

Automate inbound email management

Email management can be automated using our generative AI technology, automatically processing inbound emails to save valuable time and improve processing speeds.

Trusted by 10,000+ Companies

Benefits - Housing Document Management

Improve response times

Improve response times to tenant queries and ensure compliance with industry regulations.
Reduce risk

Manage tenancy records efficiently and reduce risk in your property management. Ensure compliance with GDPR regulations and avoid costly fines due to data breaches.
Reduce costs & free up space

Costs associated with long term physical file storage and handling will be reduced. Go paperless and re-purpose filing or archive rooms for productive activities.
Improve Efficiency

Save time searching for paper records and increase operational efficiency for your housing organisation through digitial access to paperwork across all departments.

Why choose Cleardata?

Highly experienced working with housing associations and local authorities
We’re ISO 27001:2022 certified for data security and Cyber Essentials Plus
We fully comply with BS 10008:2020 for evidential document scanning
We use AI-driven tools for workflow automation and document classification
Using Microsoft Azure-hosted platforms for secure, scalable cloud based document management

This digitisation project has made a huge difference to everyone. Everything that we need relating to tenancy is now accessible, at the touch of a few buttons, no matter where we are working. It’s helping us to provide a better service to both our internal and external customers, allowing us to respond to requests in a super-efficient and timely way.

Head of Housing & Community at Karbon Homes
I've been really impressed by the services offered by Cleardata and their team has been a dream to work with.

Supporter Care Manager, Asthma + Lung UK
I’ve visited their bureau and was absolutely blown away by their efficiency and scope of operations. I’ve been really impressed by the services offered by Cleardata, and their team has been a dream to work with.

Supporter Care Manager, Asthma + Lung UK