This article is for Safeguarding Leads.
This article describes the details Cloud Scan captures when it flags an image and explains how Cloud Scan manages ownership and access to a flagged image until it’s actioned by a Safeguarding Lead.
What information is captured in flagged images?
Cloud Scan provides pieces of information to help you review images appropriately. They show you when these images are shared, what kinds of flagged images are shared, and how many users have access to these images.
Image 1. Details of a flagged image
Scan results appear on the Media screen. Each flagged image contains the following details.
| Item | Name | Description |
|---|---|---|
| a | User | The user or uploader's name |
| b | Organisation | The user's school or organisation |
| c | Category | The Cloud Scan category assigned to the image |
| d | Preview |
A thumbnail of the flagged image. Thumbnails help Safeguarding Leads quickly scan the flagged images and delete or mark them as safe in bulk. Note Cloud Scan does not show thumbnails for images categorised as Porn. |
| e | Shared with | The number of users with permission to view the image. |
| f | Scanned Date/Time | The date and time Cloud Scan scanned the image. Date and time follow the organisation’s timezone. |
| g | Status | The image’s scanning or review status. New images are tagged “New” and reviewed images are tagged “Deleted” or “Safe”. |
| h | File size | The image file size. File size limits are set in your cloud storage provider. |
| i | File type | The image’s file format. Cloud Scan inspects JPEG, PNG, GIF, BMP, TIFF, SVG, HEIC, WEBP, ICO, RAW among others. |
| j | Uploaded on | The date the user uploaded the image. |
| k | Link |
The image’s URL within the cloud storage. Selecting this link shows the image in full. Warning Some images might show upsetting themes and situations. View images carefully. |
What happens when an image is flagged?
Cloud Scan manages ownership and access permissions to flagged images differently between Google Workspace and Microsoft 365.
Flagged images in Google Workspace
- The Cloud Scan user account becomes the file owner. This user account is used only by Cloud Scan and must be able to manage users and groups in Google Workspace (for example, as a Groups Administrator). See Cloud Scan Integration for Google Workspace.
- Permissions for users with edit access to the image changes to read-only.
- If the image is marked as safe:
- Ownership reverts to the user.
- The image remains in the cloud storage and is excluded from future scans.
- If the image is marked for deletion, it is removed from cloud storage immediately.
Flagged images in Microsoft 365
- The user still owns the file.
- The Safeguarding Lead has a view or read-only access to the image.
- If the Safeguarding Lead marks the image as safe:
- The image remains in the cloud storage and is excluded from future scans.
- The user’s permissions are restored.
- If the Safeguarding Lead chooses to delete the image, it is removed from cloud storage immediately.
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