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local authority document storage

Cleardata archive provides document storage services, document scanning and document management solutions for more than 65 local authorities and other public sector organisations.

document storage

Cleardata archive has 11,000 sq ft premises with secure document storage facilities for your Local Authority Documentation. The company provides a full library archive and scan on demand service, providing fast digital retrieval for Legal Documents.

archive security

Cleardata archive's UK document storage facility has enhanced fire detection VESDA System | Secure Document Storage Solutions | Archive Storage Services | Local Authority | Public Sectorsystems, the warehouse is temperature controlled and fitted with a VESDA (Very Early Smoke Detection Alert) System. This system uses tubes above the racking which continually tests the air quality for carbon monoxide. If anything is detected it sets off the alarm for the site.

The building is controlled with Red Care Security and has 24 hour internal and external passive cctv, viewable from remote stations – any movement or intruders cause the alarm to go off.

document scanning

Cleardata Archive provides document scanning services and secure document storage.  The company can securely store your records offsite and scan them as required, providing secure storage with fast digital retrieval.Cleardata has an onsite professional document scanning bureau, one of the largest in the UK, scanning more than 2 million documents per month. Documents can be scanned up to AO in size. Cleardata, uses Kodak document scanning equipment, with automatic colour detection, SurePath paper handling, perfect page scanning and ultrasonic multi-feed detection sensors.

Cleardata, is able to scan in a format which is acceptable for Anite, Hummingbird, Opentext, Comino and Idocs Document Management Systems. The company can easily manage your data, liaising with your software provider, so it can be batch imported directly into your system after scanning.

document disposal | shredding services

Cleardata provides confidential disposal for documents. The company owns an industrial shredder which can dispose of your documents securely. Cleardata can also arrange for your unwanted documents to be recycled or pulped, depending on the confidentiality of your documents.

benefits of scanning local authority documents

When scanned, documents can be found and retrieved quickly using a simple keyword search facility. Local authority clients report that document scanning saves time and money in searching for particular records or documents. It also helps to reduce costs for valuable office space. One of our customers reported that they fitted an additional 8 workstations into their office, once all their old documents had been scanned and confidentially disposed of by Cleardata.

All documents can be scanned to BIP0008, the British Standard’s Code of Practice for Legal Admissability and Evidential Weight of Information Stored Electronically. This code states "Authorities should seek to conform to the provisions of BSI’s BIP 0008 code of practice for Legal Admissibility and Evidential Weight of Information Stored Electronically – especially for those records likely to be required as evidence."

cleardata solutions | local authority

Cleardata, can help your Local Authority with document scanning services, digitisation, document storage services and document management services for the following areas:-

  • Revenues and Benefits
  • Housing Benefits Forms
  • Council Tax
  • Benefits Forms
  • Questionnaires
  • Surveys

  • Housing Association
  • Tenant Satisfaction Surveys
  • Housing Repair Records
  • Residential Care

  • Planning Applications
  • Building Regulations
  • Building Design
  • Building Control
  • Deeds
  • Ordanance Survey Maps

  • Environmental Services
  • Tree Preservation

  • Social Care Records
  • Adult Social Care Records
  • Child Protection Records

  • Administration
  • Local Authority HR Personnel Records
  • Staff Surveys
  • Development Records
  • Educational Records
  • Finance
  • Purchasing
  • Payroll

  • Leisure Services
  • Library Services
  • Highways Department

  • Schools Records
  • Pupil Records
  • Exam Results
  • Exam Questions
  • Education Course Details
  • Exam Certificates

For further details how Cleardata can help your local authority with document scanning services, document storage services or document management services, call now on 0800 046 8081 or e-mail enquiries@cleardata.co.uk

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