Document Scanning Security

We keep your documents secure

document scanning.net is the commercial scanning operation of Allan Webb Ltd, who are approved to handle extremely sensitive information by the UK Ministry of Defence. Our buildings, IT and staff are all approved to process sensitive information and we have scanned highly sensitive data for organisations such as financial institutions, police authorities and government departments.

For extremely sensitive data we offer an on-site scanning service where we place a team of approved scanning operators and scanning equipment with a client to process their records.To talk more about how secure document scanning.net can offer you the most secure service available:

Phone 0800 197 2804 or click on the Live Chat Button to talk to an online advisor.

Security Measures

Physical Boundary

• documentscanning.net is part of Allan Webb Ltd, based in Stonehouse, Gloucestershire in a converted cloth mill known as Red Lodge, which is part of Bonds Mill Estate.
• Vehicular access is via one entrance over a small canal bridge. Site CCTV covers this bridge.
• The canal borders the northern side and a Mill Race and stream borders the southern side. There are open farmlands on three sides of the site.
• The estate is home to approximately 500 people and 30 companies.
• The site is in a low crime area. In 2005 the site and surrounding area experienced 9 reported thefts. Two of these were breaking and entry.
• Access to Red Lodge is controlled via an Access Control System. The doors are locked and visitors gain access via a Call Button System.
• Access is also controlled inside the building. Employees based on the top two floors are subjected to more rigorous checks to enable work on Government Systems.
• Both Intruder and Fire alarms are policed and work areas are covered by a product called Smoke Cloak. This fills the area within with a high density smoke blanket within 15 seconds of a confirmed alarm. The alarm is set inside an area once that area is cleared for the night.

Personnel

• Personnel undergo security checks which vary depending on clearance required. The highest is undertaken by the Defence Vetting Agency, a government organisation. Most staff are cleared to a Government Standard called “Baseline Clearance”. An Experian company called backgroundchecking.com currently carries out the baseline clearances.
• Checks entail identity checks, references, checking qualifications and also subject to Criminal Records Check spot checks.
• Following initial check approval, staff are subject to further regular assessment to identify possible issues.
• All staff are required to sign a confidentiality agreement and The Official Secrets Act.

Systems

• The data is stored on a RAID50 system. This is backed up every night onto LTO3 tape library.
• Every outside connect has a EAL4 (International Government Standard) approved firewall.
• There are various intrusion detection systems in place.
• Users can only log onto a system once with their username and password.
• Read/Write and Delete, Copy activities are audited.
• Access to CDs, USB ports etc is controlled and rights are only given to privileged users, and are audited.
• Internet access is strictly controlled and audited.
• External email access is not given by default. Only the Supervisors and above from the Document Scanning department can email externally.
• Emails output is controlled by Content Management software, which also contains company-defined keywords to stop data leaks.
• Emails are checked for viruses at ISP, Mail Server and Desktop locations.
• A room exists where more confidential documents can be worked on. This is stand-alone and totally isolated from internal/external network connections.