Legal Document Management Services
Cleardata offers the legal firms high quality document digitisation, digital mailroom and secure storage services, ensuring legal admissibility and efficient access to case files.
Legal firms manage large volumes of highly confidential information every day, from case files and contracts to conveyancing records, wills, deeds, litigation paperwork and compliance documentation. Efficient access to accurate information is critical for legal professionals working to strict deadlines, regulatory obligations and client expectations.
Cleardata provides secure legal document management, legal document storage and legal document scanning services for law firms, solicitors, barristers, legal departments and professional services organisations throughout the UK.
Our services help legal teams digitise paper records, improve document accessibility, reduce storage pressures and strengthen information governance. Whether you require secure offsite archive storage, high-volume legal document scanning, outsourced digital mailroom services or cloud-based document management software, Cleardata delivers scalable solutions designed around compliance, confidentiality and operational efficiency.
We support organisations looking to modernise legal records management processes whilst maintaining strict security and audit requirements. Our services are accredited to ISO27001:2022 for Information Security Management, alongside Cyber Essentials Plus and BS10008 legal admissibility standards.
Accredited and Trusted
Legal Document Management Services for Law Firms
Cleardata helps legal organisations improve the way documents are stored, accessed and managed throughout their lifecycle. Our solutions support both physical and digital records management strategies, helping firms move towards more secure and efficient ways of working.
Our legal document management services include:
Legal document scanning and digitisation
Secure legal document storage
Scan-on-demand retrieval services
Cloud document management systems
Digital mailroom services
Automated document processing and data capture
Secure document destruction services
Workflow automation and intelligent indexing
Our secure document management solutions enable authorised users to quickly retrieve information from any location, helping support hybrid working, multi-office legal practices and remote access requirements.
Legal Document Scanning Services
Cleardata provides secure legal document scanning services to help firms convert paper-based records into searchable digital files.
We can scan a wide range of legal documentation including:
Client case files
Conveyancing records
Litigation files
Contracts and agreements
Wills and probate documents
HR records
Financial records
Compliance documentation
Court bundles
Archived legal paperwork
Documents can be indexed against key metadata such as client name, matter number, case reference or property address, enabling fast and accurate retrieval.
Digitised records can be uploaded directly into your document management system, shared securely via encrypted transfer or hosted within Cleardata’s secure cloud document management platform.
Secure Legal Document Storage
Many law firms continue to manage large physical archives due to regulatory retention requirements and historical case records. Cleardata offers secure legal document storage services designed to protect sensitive information whilst reducing the burden of onsite archive management.
Our secure archive facilities are monitored and managed under strict access controls, helping firms protect confidential legal records from loss, theft, fire or flood damage.
Using our scan-on-demand service, archived legal documents can be retrieved quickly in digital format without requiring physical file delivery, improving efficiency and supporting agile working practices.
Compliance, Security & Confidentiality
Information security and compliance are critical within the legal sector. Cleardata operates secure, accredited processes designed to support GDPR compliance, confidentiality obligations and secure records handling.
Our accreditations include:
ISO27001:2022 Information Security
Cyber Essentials Plus
ISO9001 Quality Management
ISO22301 Business Continuity
BS10008 Legal Admissibility
We have invested heavily in secure infrastructure, cyber security and secure document handling procedures to ensure legal records remain protected throughout every stage of the document lifecycle.
There are several challenges associated with managing records and documents in the legal sector, including:
Compliance
SRA and GDPR-aligned retention and data security requirements requirements.
High archive costs
Considerable document storage can impact valuable office space and result in high archive costs.
Agile working
Accessing paper case files can be difficult to access across branch offices and remote environments
Access to documents
Precise and quick access to records to allow for adequate legal case management and client services
High volumes of incoming documents
High volumes of incoming documents can be costly for staff to manually process on a daily basis.
Inefficiencies
Manual processing of legal administration and tasks can cause inefficiences for example claims or medical report processing.
Types of Documentation
Our legal document management services enable organisations to save valuable office space, reduce reliance on paper records and operate efficiently.
Reduce costs, increase efficiencies and automate your document processes.
Legal document scanning
We can digitise conveyancing documents, legal case files, contracts, claims, medical reports and much more. All scanned images can be indexed to your specifications to enable fast and easy digital retrieval.
Secure offsite storage with fast digital retrieval
Physical records are stored securely in our accredited facility. Legal records can be requested, retrieved and digitally returned quickly and easily. Our archive management system provides a full audit trail which is perfect for compliance purposes.
Digital mailroom - digitise documents on arrival
Our inbound mailroom service, means mail is diverted to our secure facility where it will be opened, sorted, scanned and digitally routed to the right team or person. We can even classify and validate your post for you and offer an exceptions management service.
Cloud document management - Cleardox EDM
Provide fast access to your digitised records via our cloud document management solution. Enable teams to search and retrieve documents securely from any location using a standard internet browser.
Print & distribution
Our outbound print and distribution service enables you to save valuable time and costs. Cleardata can print and mail your outbound documentation via our hybrid mail service.
Automated email management
Automated management of incoming emails with sorting, classification, automated actions and distribution.
Process documentation automatically
Cleardata offers automated document processing services using the latest intelligent data capture and workflow technology. This also offers Generative AI to enable efficient summarisation, task management and processing of legal documentation.
Trusted by 10,000+ Companies
Legal Records Management - The Benefits
Why Choose Us
At Cleardata, we understand the confidentiality of your legal client files and the importance of a secure scanning process.Â
Specialist experience working with national and regional legal teams and firms
We’re BS10008-certified for scanning documents for legal admissibility
We’re ISO27001-accredited for data protection and Cyber Essentials Plus
We use advanced IBML and Kodak scanners for quality and accuracy
Our cloud systems are hosted in secure Microsoft Azure environments
We use automated processing technology to maximise efficiency
Cleardata helps the legal sector to overcome records management difficulties and achieve compliance and efficiency in the workplace. Get in touch with us to get started.
Case Studies
Read more about our services, check out our latest case studies.
We've got all the answers!
Check out our frequently asked questions to find out more about our scanning and digitisation process for the legal sector. If you need any more help, please call 0800 046 8081.
Our team will be happy to help.
Legal Sector
How can we help?
View our services below to find out how we can help.
Get in touch to get started!
Call our team 0800 046 8081, or contact us.
We'll be happy to help.