Confidentiality & Data Security

Our Commitment to Security

RoverScans handles sensitive records for government departments, legal-service organizations, nonprofits, and private entities. Protecting these documents—both physical and digital—is central to how we operate.

Our processes are designed to maintain confidentiality, ensure controlled access, and provide clear documentation from intake to delivery.

Secure Handling of Physical Documents

All physical records are kept in a controlled environment throughout the digitization process.

Physical Security Measures

Documents remain in a designated, restricted workspace
Records are stored in sealed or covered containers when not being processed
No unauthorized individuals have access to project materials
Documents are handled one batch at a time to maintain chain of custody
Originals are returned in the same order received unless otherwise requested

We do not outsource scanning or handling to any third-party vendors.

Controlled Access to Digital Files

Digital copies of records are processed and stored in a private, local environment.

Access Controls

Project files are accessible only to authorized RoverScans personnel
No cloud-based AI/OCR systems are used without explicit client approval
All digitization and OCR work is performed using local, offline tools unless a secure upload/delivery method is requested

We maintain a minimal access model — only individuals directly involved in your project will ever handle your files.

OCR & Processing Security

OCR (Optical Character Recognition) is completed using offline, local software unless a client specifically requests a cloud-based workflow.

What this means

No documents are uploaded to public OCR services
Sensitive records remain local during processing
OCR output is validated for accuracy before delivery

This ensures maximum confidentiality during extraction and processing.

Secure Digital Delivery

We offer several secure delivery options depending on your policies and environment.

Delivery Methods

Encrypted Google Drive or OneDrive folder
Password-protected ZIP file
Encrypted USB or external drive
Department-level folder segmentation
Delivery to your secure file-transfer system (if available)

Passwords are sent separately from delivery links.

Temporary Retention & Deletion Policy

To support quality control or re-delivery if needed, RoverScans may retain digital copies for a limited time.

Standard Digital Retention

Files may be retained for 7 to 30 days after delivery
Retention period is confirmed during intake
Extensions can be arranged for phased projects

Secure Deletion

At the end of the retention window:

All digital files are permanently deleted from local storage
Backups (if requested) are preserved only according to client-specified rules

Clients may request deletion immediately upon delivery.

Confidentiality Practices

RoverScans follows confidentiality procedures consistent with the handling of sensitive program, legal, and administrative documents.

Our Confidentiality Framework Includes

No sharing of client information with external parties
No use of project materials for training, marketing, or demonstrations
No reading, reviewing, or analyzing content beyond what is necessary for digitization
Written confidentiality acknowledgments provided upon request

If your department requires a confidentiality agreement, nondisclosure agreement, or security policy acknowledgment, we will complete it before starting work.

Chain of Custody Documentation

For organizations requiring additional documentation, we can provide:

Record pickup/receipt confirmation
Batch-level tracking
Project completion summary

These documents can assist with internal compliance or auditing.

Questions About Security?

We can adapt our workflow to meet the specific confidentiality or security requirements of your organization.

For questions or to request our retention/deletion policy in writing, contact:

Email: james@roverscans.com
Phone: 720-233-3919

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