Version: 1.0
Last Updated: 2026-01-13
Platform: Microsoft Azure
1. Executive Summary
ScanSearch is a cloud-native document processing, storage, and workflow platform designed to handle highly sensitive business and financial documents at scale. Because ScanSearch customers entrust the platform with critical operational and financial data, security is foundational to the design, implementation, and operation of the service.
This security white paper provides a comprehensive description of the ScanSearch security program, architecture, controls, and operational practices. It explains how ScanSearch leverages Microsoft Azure’s enterprise-grade security capabilities while implementing its own layered safeguards across identity, network, application, and data layers.
The purpose of this document is to support customer security assessments, vendor due diligence, and audit activities by clearly articulating how ScanSearch protects confidentiality, integrity, and availability of customer data.
2. Platform Overview
ScanSearch provides document ingestion, OCR, classification, indexing, workflow routing, and archival services. Documents may be ingested in PDF, TIFF, or image formats and are processed through OCR and metadata extraction workflows before being stored securely.
The platform is multi-tenant by design. Customer data is logically isolated using strict identity controls, access boundaries, and directory segregation. ScanSearch does not commingle customer data in a manner that would allow unauthorized cross-customer access.
3. Security Governance
ScanSearch maintains a formal security governance model that defines roles, responsibilities, and accountability for security decisions. Security policies are reviewed regularly and updated as threats, technologies, and regulatory expectations evolve.
Security oversight includes:
- Defined ownership of security domains
- Change management and approval processes
- Periodic risk assessments
- Incident review and lessons learned
4. Threat Model & Risk Management
ScanSearch evaluates risk using a threat-model-driven approach. Threat categories include:
- External attackers
- Credential compromise
- Insider misuse
- Accidental misconfiguration
- Service disruption
Risks are mitigated using layered controls and compensating safeguards. No single control is relied upon as a sole defense.
5. Azure Shared Responsibility Model
Security responsibilities are divided as follows:
Microsoft Azure
- Physical datacenter security
- Hardware and infrastructure protection
- Azure platform security
ScanSearch
- Application security
- Data protection
- Identity and access configuration
- Monitoring and incident response
Customer
- User credential hygiene
- Endpoint security
- Appropriate access assignment
6. Physical & Environmental Security
ScanSearch inherits Azure’s physical security controls, including guarded facilities, biometric access controls, surveillance, and environmental safeguards. Customers do not have physical access to infrastructure.
7. Identity & Access Management
ScanSearch uses Microsoft Entra ID as its identity provider. Access controls include:
- Role-Based Access Control (RBAC)
- Least privilege enforcement
- Multi-factor authentication (MFA)
- Managed identities for services
Administrative access is tightly restricted and logged.
8. Authentication & Authorization
Authentication is performed using secure token-based mechanisms. Authorization is evaluated at both the application and data layers. Privileged actions require elevated roles.
9. Network Security Architecture
ScanSearch resources are deployed within Azure Virtual Networks. Network segmentation is enforced using subnets and Network Security Groups. Public exposure is minimized.
10. Perimeter Protection
ScanSearch leverages Azure DDoS Protection, TLS enforcement, and firewall rules to protect against network-based attacks. All external traffic uses HTTPS.
11. Data Classification & Handling
All customer documents are treated as confidential. Access is restricted to authorized users and services. Data handling follows documented retention and deletion policies.
12. Encryption at Rest
All stored data is encrypted at rest using Azure-native encryption mechanisms including Azure Storage encryption and Azure SQL Transparent Data Encryption (TDE).
13. Encryption in Transit
All data transmitted to and from the platform is encrypted using TLS 1.2 or higher. Internal service communication follows the same standard.
14. Key & Secret Management
Secrets and cryptographic keys are stored in Azure Key Vault. Access is restricted, logged, and monitored. Key rotation policies are enforced.
15. Database Security
Azure SQL Database is protected through firewall rules, authentication controls, auditing, and threat detection. Access is limited to authorized services.
16. Storage Security
Documents are stored in Azure Storage with strict access controls. Soft delete and snapshots protect against accidental deletion.
17. Application Security
ScanSearch follows secure development practices including code reviews, dependency management, and input validation. Security issues are prioritized for remediation.
18. API Security
APIs require authenticated access and enforce authorization checks. Rate limiting and logging are implemented.
19. OCR & AI Services Security
ScanSearch uses Azure Document Intelligence for OCR and extraction. Customer data is not used to train models. Data retention follows Azure guarantees.
20. Logging & Monitoring
Security and operational logs are collected using Azure Monitor, Log Analytics, and Application Insights. Logs support audit and investigation needs.
21. Threat Detection & Incident Response
Microsoft Defender for Cloud provides threat detection. ScanSearch maintains documented incident response procedures covering detection, containment, and recovery.
22. Vulnerability & Patch Management
Systems are patched regularly. Vulnerability assessments are performed and tracked to resolution.
23. Secure Development Lifecycle
Security is integrated into development workflows through reviews, testing, and controlled deployments.
24. Change Management
Production changes follow approval and rollback procedures. Changes are logged and auditable.
25. Backup & Disaster Recovery
Regular backups are performed. Recovery procedures are tested to ensure business continuity.
26. Business Continuity Planning
ScanSearch is designed for resilience using Azure redundancy features. Downtime risks are minimized.
27. Compliance Alignment
ScanSearch aligns its controls with SOC 2 and ISO 27001 principles. Evidence is maintained internally.
28. Privacy & Data Protection
Customer data remains customer-owned. Retention and deletion policies are enforced contractually.
29. Customer Security Responsibilities
Customers are responsible for managing user access and endpoint security.
30. Audit & Transparency
ScanSearch supports customer audits and security reviews through documentation and evidence.
31. Continuous Improvement
Security controls are reviewed and enhanced based on risk and operational experience.
32. Conclusion
ScanSearch is committed to protecting customer data through a comprehensive, cloud-native security program built on Microsoft Azure. Security is continuously improved to meet evolving threats and customer expectations.