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Review Cloud Scan results

Updated

This article is for Safeguarding Leads.

Cloud Scan will scan the images in your cloud storage and identify or ‘flag’ images that may be inappropriate. You should regularly review flagged images, and then action them by deleting them or marking them as safe. You can review images sequentially, by users, or by top users.

Important

Cloud Scan only provides the technology to scan images stored in your organisation's cloud storage. Your organisation is responsible for ensuring all users and staff adhere to policies, local laws and regulations about information technology, data security, privacy, and illegal imagery. Your organisation is also responsible for warning staff about potentially disturbing content in flagged images, and for providing necessary support. See Preparing for your first Cloud Scan results for more information.

Before you start

You must sign in to Monitor with the same username you use to access your cloud storage (Google or Microsoft). We request access to files using this username, so it must be a valid cloud storage user.

If you have difficulties opening cloud documents from Monitor:

Microsoft 365

Sign in to your Windows device with your school account before accessing Monitor.

Google

  • Sign in to Google with your school account and Monitor on the same browser.
  • You can create a browser profile for your school account and access Monitor on this profile. See the steps for adding profiles in Chrome, Firefox and Safari. Always check your browser’s help guide for instructions.
  • Log out of any active profiles in your browser that are not associated with your cloud storage user.

Review Cloud Scan results

There are different ways to review flagged images.

Review flagged images individually

Review flagged images individually
  1. In Monitor, select your Organisation, then select Media on the top menu. The Media screen will show the latest flagged images.

Image 1: Select your Organisation and then select Media. 

  1. (Optional) You can limit the images to review by time period. Set the time period by selecting new From and To dates on the date picker. The default time period is the current week, beginning on Monday.

    Tip

    Set a longer time period (for example, two weeks instead of one week) on the date picker to add more results. You can select the page numbers at the bottom of the results list to view more images.

    Image 2. Select a time period from the date picker.

  2. Review the image’s details. Selecting the row will show all details. See Understanding your Cloud Scan results for more information on the details that Cloud Scan captures.
  3. To action a flagged image, you can:
    1. View the full image by selecting its URL, then selecting View Media on the warning prompt.

      Warning

      Some images may depict distressing situations or subjects.

    2. Delete the image by selecting Delete, then selecting Delete Media on the confirmation prompt. Cloud Scan will delete the image from the cloud storage.
    3. Mark as safe the image by selecting Mark as Safe, then selecting Mark as Safe again on the confirmation prompt. Cloud Scan will reset the file permissions for the user.

    Image 3. Details of a flagged image.

Note

Until the Safeguarding Contact has marked the image as safe, only the Safeguarding Contact and the owner in the Google instance can view the flagged image. During this time, the original owner’s permissions don’t change. 

Review flagged images in bulk

Review flagged images in bulk

You can select multiple images at once and delete or mark them as safe.

  1. Select the checkboxes next to the images. Selecting the checkbox on the table header selects all images on display.

    Image 4. Select multiple images.

  2. You can:
    • Select Delete to bulk-delete the images.
    • Select Mark as Safe to restore image ownership and permissions back to the user. Images marked as safe will be excluded from succeeding cloud storage scanning.
  3. Confirm your review on the confirmation prompt.

Review flagged images from a user

Review flagged images from a user

You can review and action flagged images uploaded by a specific user.

  1. Use Search to find the user.
  2. Select a Status (New is selected by default).
  3. Select a Category. If you don’t select a Category, the screen will display all flagged images from the user.

    Image 5. Search bar and status and category filters.

  4. You can review images individually or in bulk.

Review flagged images from top users

Review flagged images from top users

The Monitor Dashboard features a list of top users with unactioned flagged content.

  1. Go to Cloud Portal > Monitor > Organizations.
  2. Select your organisation/s.
  3. Select Dashboard on the top menu.
  4. Scroll down to the Cloud Scan: Top Users panel.

    Image 6. Top Cloud Scan users

  5. Select a user. You will be taken to the Media page, which is filtered to show only the scan results from the user.

    Tip

    You can show more results by choosing a longer time period on the date picker.

  6. Review and action the images individually or in bulk.