Public sector organisations generate and manage vast quantities of information every day, including citizen records, planning applications, HR files, finance documents, property records, health records and regulatory documentation. Managing these records securely whilst remaining compliant with GDPR, Freedom of Information legislation and public sector governance standards is essential.
SPS, formerly Cleardata, provides specialist Public Sector document management, Public Sector document storage and Public Sector document scanning services for organisations throughout the UK. Our ISO-accredited services help councils, NHS Trusts, police forces, central government departments, housing associations, education providers and other public bodies digitise paper records, improve access to information and reduce the costs associated with paper-based processes.
With over 25 years of experience supporting organisations with secure information management, we combine document scanning, secure archive storage, digital mailroom solutions and intelligent document automation to help public sector organisations improve efficiency, strengthen compliance and support digital transformation programmes.
Public Sector Document Management Solutions
SPS delivers complete document lifecycle management for public sector organisations, helping departments securely manage records from creation through to compliant destruction.
Our services include:
Public Sector document scanning
Public Sector document storage
Secure archive storage
Digital mailroom services
Cloud document management
Intelligent document processing
AI-powered document automation
Scan on demand retrieval
Records management
Secure document destruction
Our solutions integrate with existing business systems, allowing authorised staff to securely retrieve information wherever they work while maintaining complete audit trails.
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 physical 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 spent manually processing 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.
Public Sector Document Scanning
Many public sector organisations still rely on paper records that are difficult to access, expensive to store and vulnerable to damage or loss.
Our Public Sector document scanning services convert paper documents into fully searchable digital records using high-volume production scanners and OCR technology.
We regularly digitise:
Citizen records
Planning applications
Housing files
Environmental health records
Social care files
HR records
Finance documentation
Procurement records
Legal documents
Building control records
Engineering drawings
Maps and plans
Historical archives
Microfiche
Microfilm
Aperture cards
Documents can be indexed using unique references, addresses, application numbers, employee IDs or any bespoke metadata required by your organisation, enabling rapid retrieval and improved operational efficiency.
Secure Public Sector Document Storage
Many public organisations must retain documentation for many years to meet statutory retention schedules and regulatory obligations.
SPS provides secure Public Sector document storage within purpose-built UK archive facilities featuring:
Barcode tracking
Complete audit trails
Secure transportation
Environmental protection
Controlled access
Retention scheduling
Scan-on-demand retrieval
GDPR compliant destruction
Our document storage services help organisations release valuable office space while ensuring important records remain secure, fully traceable and instantly accessible when required.
Types of Public Sector Documentation
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Public records
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Planning files
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Policy & compliance documentation
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Maintenance records
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Health & safety records
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Training records
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Occupational health records
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HR files
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Microfiche, microfilm & aperture cards
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Maintenance logs
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Engineering drawings
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Large format maps & plans
Trusted by 10,000+ Companies
Our Public Sector Records Management Services
Outsource your document management to SPS - 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 your incoming 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 and 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
Reasons to choose SPS 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
Case Studies
SPS is ready to support your public sector organisation in achieving greater compliance, transparency and digital maturity. Read 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 public sector. If you need any more help, please call 0800 046 8081.
Our team will be happy to help.
Public Sector
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