Secure document storage – just how safe are your company’s files?

documentsecurity 292x300 Secure document storage   just how safe are your companys files?Security is paramount for companies working with personal and financial information regularly. Medical records, company revenue documents and the financial information of clients are just some of the types of files which must stay in the hands of those authorised to view them. By handling this sensitive information, companies must be able to provide reassurance that these documents are safe and secure.

But just how safe are these documents in your company, and what are some of the potential hazards to the safety of these files that should be considered?

Companies handling sensitive documents must provide a guarantee that personal files are kept away from unauthorised people. Investing in the most advanced security systems could be impractical for companies because of budget or space restrictions, and so files are instead stored in simple filing cabinets or cupboards. Such a system may seem fine now, but if a shady individual wanted to get at these documents, these simple storage options would not provide much resistance.

As a UK based business, we at Cleardata are used to the wet weather. But last years floods brought much more misery then the typical rainy-day blues, with the downpour causing an estimated £1billion of damage throughout the country. Offices and warehouses which were located in flooded areas suffered irreversible damage to company stock, furniture and, most worryingly, company files.

Fire is of course another potentially destructive hazard to documents. Smoke detectors are effective in noticing a fire once it has begun, but by this stage, it could have already caused significant damage.

securedocumentstorage 300x200 Secure document storage   just how safe are your companys files?The solution to the problem of having potentially exposed sensitive documents is to utilise a company who can provide a trusted and secure environment for these documents to be housed in. Cleardata Archive offer a purpose-built facility protected by an array of security features and safety protocols.

A VESDA system provides protection against potential fires, with its smoke detection system able to measure heightened levels of airborne carbon particles in the atmosphere, effectively alerting to a fire before it has even begun. Flood detection sensors are installed throughout the facility, which can alert warehouse staff to any water on the floor of the building. Due to all storage boxes being stored on raised shelving, this allows for an immediate response and transfer of all boxes to a safe environment before any water damage can occur.

The Cleardata archive buildings are monitored by 24 hour remote CCTV and Redcare security, and biometric fingerprint scanners are required to gain access to the facility, ensuring all people are authorised. Cleardata’s staff are fully disclosure checked, and the company hold ISO27001 and ISO9001 accreditations for Information Security and Quality Management systems.

By choosing Cleardata for your company’s document storage, the security of your important documents are guaranteed.

You can find out more about Cleardata’s secure document storage, or you can head over to our document storage website to get an Instant Quote for your document storage needs.

Patient record scanning

Patient Record Scanning

The NHS has reiterated it’s commitment to digitise all patient records by 2015.  So what should they look for when choosing a supplier to digitise these confidential records?

Scanning bureaus like Cleardata offer secure document scanning services, accredited to ISO27001 for Information Security and ISO9001/2008 Quality Management Systems.   All documents are handled in a secure environment protected by biometric finger print entry, Redcare security, early smoke detection alert systems and water protected document storage.  Documents are fully managed onsite and can also be confidentially destroyed onsite (if required) after scanning.

The NHS should  consider who’s got access to the patient records.  Employees should be checked by Disclosure Scotland.  Bureaus should also offer zoned areas in  premises,  only allowing authorised staff to access key records.

Scanning quality and document output type is also a key area.  What scanners will be used to digitise records?  High quality resolution scanners like Kodak’s i5800 provide the best quality scanned images and also ensure no double feeds are captured.

Cleardata offers 200% quality checking for scanned images, to offer the highest quality service.   Data can be output in any required format to ensure compatibility with any back office system.

For further details on Cleardata’s Patient Record Scanning call 0800 046 8081 or visit

How can scanning help your office run smoothly?

It’s September already, the kids are back to school (phew) and it’s time to think Scanning Indexing 300x200 How can scanning help your office run smoothly?about tidying up your office. Everyone knows a tidy office can help your business run more smoothly and efficiently. Lets consider the options to get rid of some of that paperwork hanging around, back up your data,  improve customer service and reduce some costs.

Document Scanning

How much of your office space is used up by documents and files? 

Scanning can help free up a significant amount of office space, you may even be able to fit in extra desks and staff and avoid the dreaded office move.

How much time do your staff waste searching for paper records?

Lost documents and paperwork can cause massive amounts of time to be wasted and cause issues for your business. Digital documents can be indexed by field, e.g. date, document number or customer name and searched digitally using keyword search from your desktop.  Scanning your documents can help you deliver customer information and management reports faster and more efficiently.  Staff time can also be re-allocated to core business activities and improve productivity.

Are your paper records securely backed up?  How would your business be affected if you suffered a fire or flood?

Consider who currently has access to your paper records e.g. client, personnel and company information. As a company you should be compliant with the Data Protection Act and have business continuity plans for your information.  Scanning your records can provide a secure back up for your documents and secure accessibility to your information.

Do you need to access your records offsite?

Digital records can be uploaded to a secure on-line document management system.  This allows staff to have flexible access to information from any location, using a web browser.  Documents can also be uploaded and stored in their original format, e.g. word or excel.  Scanning Bureau’s like Cleardata offer a secure on-line document management system, with password protected access at a user level.  Users can also add notes and messages to documents and assign job tasks to other users in the system.

Would you like to go paperless?

Documents can be diverted to a digital mail room and scanned on arrival. Once scanned, information can be uploaded to an on-line solution or via a secure FTP site.  Taking away the paper from your company and improving efficiencies in your business.

For further information visit or call 0800 046 8081.