Data Security is key at Preview

It seems that hardly a month goes by without yet another security breach coming to light where confidential information has gone missing from a large contractor or government agency. This time the personal details of thousands of prison staff have been misplaced, and once again the spotlight is very much on all companies that have to deal with confidential information and how they do that safely.

And that includes Preview.

Our work involves confidential information on a daily basis. While it might not be the personal information of our prison staff or members of the Armed Forces, it does include information which is often business critical and can contain both sensitive as well as personal elements.

As such, a key part of the document scanning service we provide involves the security of the documents and the information they contain at all stages of the process. This doesn’t just cover the scanning process itself … far from it. It starts when we receive the documents (including transportation where appropriate) and their storage, both electronically and physically, afterwards.

So what are the areas that we look at and what measures are in place:

i) Security vetted staff – to comply with regulations from certain clients, we have security vetted staff who can be used where required or appropriate;

ii) Transportation – when transporting documents to and from our scanning facility, the vans are fitted with GPS tracking helping security to be as tight as possible;

iii) Premises – security at our facilities is clearly a key element in making sure the scanning is carried out in the correct environment. Our Records Management Centre also provides a safe storage facility for those customers looking for secure offsite storage after the digitisation is complete.

iv) Tested online system – a key element of our system is the online storage and viewing facility which gives our customers instant yet secure access to their digitised documents through our eview+ software.

By focusing on all of these different elements, we ensure that every precaution is taken to maintain the security of the data and information we handle at every step of the process. With the volume of information we handle increasing, they are also solutions which are scalable to ensure that the levels are maintained and developed as the requirements grow.

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