Spring Clean Your Documents with Cleardata

Happy 1st April!  Springtime is well on the way and people around the UK are preparing to welcome the new season with a thorough spring clean. There couldn’t be a better time to assess and transform your current business document management systems.

Running any business requires a vast number of documents, however, it’s easy for these to become out of control. If not properly managed, paper can begin to swamp offices, making it almost impossible to find the documents that you need. Luckily, Cleardata offers a range of services designed to help you organise and manage your documents more efficiently.

Unmanaged documents can slow down business processes, lead to costly errors and even cause customer dissatisfaction. But if that weren’t enough to prompt a spring clean of your office documents, updating your document management also provides many benefits.

The Benefits Of Professional Document Management

  • More office space – storing your documents at an external facility eradicates the need for cumbersome bookshelves and filing cabinets, instantly decluttering your office to create a better working environment.  
  • Better workflow and employee efficiency- documents can be digitised and sent to your desktop within hours of being requested, saving employee time to be dedicated to more important tasks. The editing and sharing of documents online is also made much easier, helping to speed up work processes.
  • Improved document security- storing your documents at an expert facility will protect against unauthorised employees accessing information, theft, loss and damage.

Paperless Office Services

Cleardata’s data handling experts can examine your existing paper processes to find the right solution for your business, as well as identifying potential cost savings which can reduce costs. We have a team of experts who can help with digitising and archiving information, automatically capturing data, cloud document management and even robotic process automation services to revolutionise your manual processes.

Our team will help you to review your existing paperwork procedures before recommending a paperless office solution, from intelligent automation to a full range of outsourced services, to make a step change in your business.

Scanning Services

Current paper documents can be digitised using Cleardata’s bulk scanning services.  Our bureau can digitise a wide range of documents in a variety of formats. Cleardata’s secure scanning facility is equipped with a fleet of Kodak and Canon Scanners, with the ability to digitise hundreds of images per minute. The complete range of image sizes can be digitised, including both small and large format.   Our scanners can automatically recognise black and white or colour images and will capture in line with your specifications. Digital images can be output to PDF, TIFF or JPEG and we will ensure they are compatible with your office systems.

Cloud Document Management

If you decide to digitise your records, you can securely store them in Cleardata’s Cleardox EDM System. This cloud-based document management system allows multiple users to access information from just about anywhere, using a standard browser and a simple keyword search facility.

Documents can be automatically tagged at a folder level to ensure all documents added are indexed correctly e.g Employee Name, unique reference number and keep until date. This enables your business to manage the lifecycle of your documentation and be GDPR compliant.

Cleardox EDM enables you to view PDFs and many other document types via an in built viewer. The PDF viewer also includes bookmarks, providing great functionality for PDF viewing.  

The system also allows you to create secure document groups, allowing users within a specific team or department to access information.

Archive Storage Services

If your office is heaving with paperwork, then outsourced archive storage services may be the solution for your business. Cleardata can both collect and deliver documents around the UK to make the process as convenient as possible.

Storing documents offsite doesn’t mean that you can’t access them. With Cleardata you can easily retrieve digital copies of the documents you need on demand.

If the documents cluttering your office are now unneeded, then Cleardata also offers a secure shredding service.

To find out more about how Cleardata can help to transform your document management this spring and beyond, please do not hesitate to get in touch. Give us a call on 0800 046 8081 or fill in a quick and easy contact form.