Secure Evidential Scanning
GSA ScanIT provides specialist evidential scanning services for seized material from Police and other Organisations within a secure environment.
Only SC Security Cleared staff are employed by GSA and all materials are scanned, from seized cheques and paper receipts to paper documents. The scanning process is unusual as it is undertaken incurring minimal/no damage with carefully ordered re-construction. The Service includes collection, preparation, fastidious scanning of material without disassembly, indexing, meticulous reconstruction, delivered return of data and documents. All activities in the whole process are recorded within a continuous manual and/or electronic Audit Trail so that Continuity Statements can be provided as required.
Moreover GSA provides further additional Services to customers including creation of a ‘Toolbox’ to assist the Customer form a Case including Force Seizure Logs and other informative material. Our Service provides facilities to assist the management of Public Interest Immunity PII and Legal Professional Privilege LPP and we provide an after-service for legal Counsel to view filtered material if required. The Bureau has completed secure evidential scanning services for many large Police, Public Authority and Corporate Cases. Where customer access to Documents is urgently required, GSA utilises a Secure CJSM Email Account enabling the secure sending and receipt of sensitive data up to and including Restricted IL3 data encrypted to 128-bit level (min).
GSA’s Service ensures that all Events that the documents are exposed to, up to the point of export/delivery are recorded. The supplied Electronic Audit File details key Events such as which operators scanned documents, which operation, time, date, rotations, deletions, replacements etc… This Audit Trail provides the strongest Weighting for Legal Admissibility if presented at Court.
The Scanning Process
We've broken the scanning process into 3 simple steps to help you understand how this will help your business...
Documents are organised and tagged ready for scanning.
High Speed Scanning
Your documents are scanned at high speed using our industrial scanning equipment
Throughout the process your staff have provided a level of service above and beyond anything we expected. For example, providing staff to box and record the files for us when we did not have staff available, or your staff visiting our offices in Derby and helping to clear the filing area. While the files were away, various members of HR had queries and either wanted specific details from files or even whole copies of the files. On each occasion we contacted you, the information was provided quickly and efficiently - despite the challenge of sometimes locating single documents from hundreds of boxes of files! Throughout the whole process your team have remained cheerful and enthusiastic, whilst guiding us through an unfamiliar process.
Phil Mason // Head of HR - Derbyshire Police
GSA have been extremely helpful & supportive of the Trust at all times during the course of this project, which coincided with the merger of two Areas. The harmonisation of archiving processes across the Trust & the consequent scanning in excess of 2.8m documents provided a steep learning curve for the Trust, all of which were resolved with the utmost efﬁciency & good humour.
Manager // Staffordshire & West Midlands Probation Trust