Seven Simple Steps in Successfully Storing Your Documents

Storing important records off site can be hugely beneficial for your company. Not only does the solution create office space and encourage a more productive atmosphere, but outsourcing documents means they’re constantly secure 24 hours a day. Searching for individual files will also prove to be significantly quicker with barcode tracking, instead of rummaging through cabinet files.

Finding a document management company that successfully archives documents securely is very important. It’s also essential that your data is easily accessible to you when you require it.

Cleardata’s document storage services provide businesses with a secure archive facility offering the latest security systems. These include Redcare fire alarm systems, bio-metric fingerprint entry, 24/7 CCTV, Very early smoke detection alert (Vesda), hydrosense water detection and temperature control, to ensure all documents are stored in the perfect environment.

See the company’s seven simple steps in successfully storing your documents:

Step 1 – Site visit and individual assessment

First, a highly trained Account Manager will visit the premises to assess your archiving needs. Our team will learn to understand the relevant requirements and will suggest the best solution that works best for you and your company.

Step 2 – Collection of documents

Once you’ve decided on archiving relevant records, one of our security vetted drivers will collect them at the site at your convenience.  Cleardata vehicles are tracked at all times with a live vehicle tracking system. Drivers use the latest pda technology to record every collection with an electronic signature.  A boxing up service is also available if required.

Step 3 – Indexing the records

After the documents have arrived at Cleardata’s secure archive facility, our team can provide a full indexing service for a full document management service. This allows you to have a full inventory of every individual file within the documents that are going into storage. It also ensures fast accessibility, saving time to search for a record and eliminates the risk of misplacing files.

Documents can be indexed by any search field required, for instance the date, employee name, DOB, numbers, invoice number etc. A full audit trail is also provided.

Step 4 – Boxing up and bar-coding

When the files are indexed, the documents can be boxed up in either your own archive boxes or in specialised Cleardata ones. Each individual box will be allocated with a unique bar-code, enabling the documents to be easily located and tracked through every stage of its archiving journey.

Step 5 – Documents are archived

Once the documents have been indexed, bar-coded and boxed up they are then ready to be put into archive. Each box is scanned to a particular location in our purpose built, state-of-the-art document storage warehouse.

Step 6 – Manage your documents

Along with secure storage services, Cleardata also provide a document archive management system that allows companies to personally manage their documents that are stored off-site.

This online system enables you to manage the documents life cycle from ordering more archive boxes for future records to arranging the secure destruction of documents when they’ve reached their required retention date.

Step 7 – Document Retrieval

As it’s important for businesses to be able to access their own documents once they’re stored, Cleardata offer a scan-on-demand, instant document retrieval service. This allows companies to receive their requested files electronically and within 2 hours.

Archive with Cleardata using these simple seven steps to ensure your documents are securely stored in a state-of-the-art protected facility, with easy access to the data.

For further information on Cleardata’s secure document management services, please call our team on 0800 046 8081 or email us at