Public Sector

Cleardata delivers document management services for the public sector. We can provide document scanning, digitisation, mailroom outsourcing and secure archive storage. All of which enhances efficiency, security and compliance across education, healthcare and government.

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Challenges
Document Types
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Case Studies

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Public Sector

The British public sector plays an important role in delivering essential services and supporting communities across the country.

Whether it's a council, NHS Trust, central government body, or educational institution, efficient information handling is critical to ensuring accountability, operational performance and trust in public services.

Cleardata provides trusted services to public sector bodies for document scanning, secure archive store, digital mailroom and automated document processing. From managing correspondence to extracting structured data from high-volume documents, our document services ensure better use of public funds and enable smarter working.

Our services and solutions are accessible via several public sector frameworks.

Accredited and Trusted

Public Sector Records Management Challenges

The public sector faces a broad range of document management challenges:

Regulatory Compliance

Meeting GDPR and data handling requirements through secure and auditable systems.

Space & Cost Constraints

Valuable office space can be taken over by archives and documents and long-term archive storage and physicaly costs can be expensive.

Remote & Agile Access

Securely accessing critical paper records from multiple locations can be challenging. In addition remote workers can struggle to access paperwork when stored centrally.

Administrative Burden & Errors

A significant amount of staff time can be taken up to manually process incoming mail, forms and other correspondence. Human error and inconsistencies can also occur when entering and processing data.

Public Sector Framework Accessibility - Trusted & Secure

Access our services via various Public Sector Frameworks.

Types of Public Sector Documentation

Public records

Planning files

Policy & compliance documentation

Maintenance records

Health & safety records

Training records

Occupational health records

HR files

Microfiche, microfilm & aperture cards

Maintenance logs

Engineering drawings

Large format maps & plans

Trusted by 10,000+ Companies

Our Public Sector Records Management Services

Outsource your document management to Cleardata - we'll work with you to achieve a digital first strategy

Scanning & Digitisation

Our bulk document scanning bureau digitises 11 million images per month. We use the latest Kodak, IBML and Opex scanning technology. Digital records can be indexed by any key reference to enable fast retrieval. To ensure legal admissibility, we comply with BS 10008:2020 standards.

Archive Storage With Smart Digital Retrieval

Documents are stored securely in our UK facilities. Files can be returned digitally via our scan on demand service, or physically using our tracked fleet. Authorised users can perform a file request via our Cleardox Archive Management System. This offers a complete audit trail for your archive management, as well as automated destruction notifications and full reporting capabilities to ensure compliance.

Document Shredding

We can manage your entire record lifecycle, from digitisation to destruction. We offer GDPR-compliant storage, retention controls and secure shredding at end-of-life.

Digital Mailroom Service - Paperwork & Digital Mail

We receive, open, scan and classify documents to digitise incoming your mail. Our intelligent data capture tools can extract key data for output into your existing systems which can be applied to both inbound paperwork and digital documentation. We offer exception management and workflow to allocate documentation to the right team or department, turning physical mail into usable data from day one.

Automated Document & Email Processing

We can manage bulk inbound emails efficiently using intelligent document automation tools. Monitor single or multiple dedicated mailboxes. Our solutions can extract key data, review who the email has come from and the subject type. We can even sort the emails and attachments against your standard list of document types. Data and documents can then be added to your existing systems.

Public Sector Records Management - The Key Benefits

Accelerate Efficiency

Speed up how public sector records are received, stored and processed. Our outsourced mailroom solutions can help your organisation to go paperless and save valuable time opening, sorting and distributing inbound mail.
Save Money

Reduce long term archive storage costs, manual processing, and employee costs with automated document processing and workflow solutions.
Free up valuable office locations

Store files and archives offsite and free up valuable office locations. Re-purpose office space or even downsize your premises.
Support Remote Work

Enable secure, real-time access to information from anywhere.
Strengthen Data Security

Keep sensitive records protected and compliant with GDPR regulations. Our archive storage facilities are trusted, secure and accredited for information and cyber security.
Enable Agile Public Services

Focus staff on high-value tasks and reduce admin overheads.
Digital transformation

Eliminate paper-based bottlenecks by digitising incoming documents and automating key processes to enhance speed, accuracy and agility.

Reasons to choose Cleardata for Public Sector Records Management

Certified & Trusted: ISO27001:2022, ISO9001, Cyber Essentials Plus and BS10008:2020 compliant
Advanced Technology: High-speed IBML, Kodak & Opex scanners are used to ensure reliability and clarity
Specialist Digitisation: We can digitise large format documents, microfiche, microfilm & aperture cards using our specialist technology.
Secure Infrastructure: Hosted on Microsoft Azure with advanced audit controls and cybersecurity.
AI & Automation Ready: Leverage generative RPA and AI for intelligent workflows, data capture and document processing
Transparent Traceability: Full chain of custody with tracked actions from intake to archive

Cleardata have quickly scanned around 150,000 legal files to an exceptional standard, with zero quality issues and great feedback from our legal team.

Colin Jones, Group IT Director, Knights.
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

Case Studies

Cleardata is ready to support your public sector organisation in achieving greater compliance, transparency and digital maturity. Read our latest case studies.