Digital Forms & Data Capture
A complete cloud accessed software platform to transform your paper forms into digital forms and data collection, low cost, easy to use and quick to set up and maintain. Available on Windows, IOS and Android, demonstrations and free trials available.
Features
- on demand
- realtime
- easy form design
- IOS, Android, Windows
Benefits
- Very easy to use
- stand alone and will integrate with 3rd party software
- forms back to base in quick time
- "try before you buy"
Pricing
£15 to £25 a unit
- Education pricing available
- Free trial available
Service documents
Request an accessible format
Framework
G-Cloud 13
Service ID
1 5 4 4 5 3 9 8 4 0 0 6 8 8 5
Contact
Docuflow Ltd
Chris Rowlands
Telephone: 0333 577 4900
Email: chris.rowlands@docuflow.co.uk
Service scope
- Software add-on or extension
- Yes, but can also be used as a standalone service
- What software services is the service an extension to
- Any 3rd party system with an api
- Cloud deployment model
- Private cloud
- Service constraints
- Uptime is 99.0% updates carried out over night
- System requirements
-
- IOS
- Windows
- Android
User support
- Email or online ticketing support
- Email or online ticketing
- Support response times
- Normally within 2 hours
- User can manage status and priority of support tickets
- No
- Phone support
- Yes
- Phone support availability
- 9 to 5 (UK time), Monday to Friday
- Web chat support
- Web chat
- Web chat support availability
- 9 to 5 (UK time), Monday to Friday
- Web chat support accessibility standard
- WCAG 2.1 AAA
- Web chat accessibility testing
- We use a live system by O'lark for webchat
- Onsite support
- Yes, at extra cost
- Support levels
- Support is provided by a product specialist who is trained on the product itself.
- Support available to third parties
- Yes
Onboarding and offboarding
- Getting started
- We provide all training, will design a forms if required and any on going support and help, there is documentation available and once the users are familiar with the service is very simple to use and design
- Service documentation
- Yes
- Documentation formats
- End-of-contract data extraction
- Data can be delivered back in PDF, XML and CSV format.
- End-of-contract process
- All inclusive pricing model, data can be exported by the end user at no charge.
Using the service
- Web browser interface
- Yes
- Supported browsers
-
- Internet Explorer 11
- Microsoft Edge
- Firefox
- Chrome
- Safari
- Opera
- Application to install
- Yes
- Compatible operating systems
-
- Android
- IOS
- Windows
- Designed for use on mobile devices
- Yes
- Differences between the mobile and desktop service
- The forms are more concise for mobile phones
- Service interface
- Yes
- User support accessibility
- WCAG 2.1 AA or EN 301 549
- Description of service interface
- Our Digital Forms service is fully configurable and customisable by the administrators, it is very easy to use the interface to do this, we provide full training and support for the life of the contract via the helpdesk.
- Accessibility standards
- WCAG 2.1 AA or EN 301 549
- Accessibility testing
- Interface testing is completed on a regular basis to test the platform to ensure it meets and exceeds standards.
- API
- Yes
- What users can and can't do using the API
- Web services are provided as part of the platform and digital forms and can be integrated with 3rd part applications and solutions, we are more than happy to talk through the API and how it is implemented upon request
- API documentation
- Yes
- API documentation formats
-
- HTML
- API sandbox or test environment
- No
- Customisation available
- Yes
- Description of customisation
- The service and forms can be customised as required, we can demonstrate as part of a demonstration or trial
Scaling
- Independence of resources
- By capacity and user planning to ensure the correct resilience and infrastructure is in place.
Analytics
- Service usage metrics
- Yes
- Metrics types
- We can provide a monthly report as required
- Reporting types
-
- Regular reports
- Reports on request
Resellers
- Supplier type
- Reseller providing extra support
- Organisation whose services are being resold
- Document genetics
Staff security
- Staff security clearance
- Other security clearance
- Government security clearance
- Up to Baseline Personnel Security Standard (BPSS)
Asset protection
- Knowledge of data storage and processing locations
- Yes
- Data storage and processing locations
- United Kingdom
- User control over data storage and processing locations
- No
- Datacentre security standards
- Supplier-defined controls
- Penetration testing frequency
- At least every 6 months
- Penetration testing approach
- Another external penetration testing organisation
- Protecting data at rest
- Encryption of all physical media
- Data sanitisation process
- Yes
- Data sanitisation type
-
- Explicit overwriting of storage before reallocation
- Deleted data can’t be directly accessed
- Equipment disposal approach
- A third-party destruction service
Data importing and exporting
- Data export approach
- The data is simply downloaded in a format of choice at the end of the contract as data is not stored for long periods in the system as it is downloaded and stored typically elsewhere this is not time exhaustive the end users.
- Data export formats
-
- CSV
- Other
- Other data export formats
-
- XML
- Data import formats
- CSV
Data-in-transit protection
- Data protection between buyer and supplier networks
- Private network or public sector network
- Data protection within supplier network
- IPsec or TLS VPN gateway
Availability and resilience
- Guaranteed availability
- 99.0% via a fully resilient through Microsoft Azure, which optimises the Service Availability and minimises the risk of failure and downtime.
- Approach to resilience
- Please request
- Outage reporting
- Email and dashboard
Identity and authentication
- User authentication needed
- Yes
- User authentication
-
- 2-factor authentication
- Username or password
- Access restrictions in management interfaces and support channels
- Access is via a unique login to each other with defined access rights
- Access restriction testing frequency
- At least every 6 months
- Management access authentication
-
- 2-factor authentication
- Username or password
Audit information for users
- Access to user activity audit information
- Users contact the support team to get audit information
- How long user audit data is stored for
- User-defined
- Access to supplier activity audit information
- Users receive audit information on a regular basis
- How long supplier audit data is stored for
- User-defined
- How long system logs are stored for
- At least 12 months
Standards and certifications
- ISO/IEC 27001 certification
- No
- ISO 28000:2007 certification
- No
- CSA STAR certification
- No
- PCI certification
- No
- Cyber essentials
- Yes
- Cyber essentials plus
- No
- Other security certifications
- No
Security governance
- Named board-level person responsible for service security
- Yes
- Security governance certified
- Yes
- Security governance standards
- Other
- Other security governance standards
- Via cyber essentials
- Information security policies and processes
- Internal reviews, workshops, external and internal compliance checks through Software Development and operating environment, any issues or problems can be reported to our data compliance officer via datacompliance@docuflow.co.uk
Operational security
- Configuration and change management standard
- Supplier-defined controls
- Configuration and change management approach
- All change requests are documented and signed and before progressing to the production stage. Before production deployment a review is completed to ensure compliance
- Vulnerability management type
- Supplier-defined controls
- Vulnerability management approach
- Systems are patched every 30 days and Internally reviewed
- Protective monitoring type
- Supplier-defined controls
- Protective monitoring approach
- Retrieved on request, we aim to respond within 2 hours with a complete update of the situation and system
- Incident management type
- Supplier-defined controls
- Incident management approach
- Users report typically via email and we then respond via a phone call or via e-mail
Secure development
- Approach to secure software development best practice
- Supplier-defined process
Public sector networks
- Connection to public sector networks
- Yes
- Connected networks
- NHS Network (N3)
Social Value
- Fighting climate change
-
Fighting climate change
Fighting climate change
Docuflow Ltd know our responsibility to protect the environment in which we operate. We commit to improving our environmental performance across all our business processes and try to encourage our business partners and those in the wider community to help support this effort. Docuflow Ltd recognises these key impacts: • Our energy use. • Our waste generation onsite and remotely. • The emissions we produce that go to the atmosphere and potentially the water courses. • Our company vehicles and transport policy. • General procurement of all products, equipment, and suppliers. We will strive to: • Embrace environmental standards in all areas of operation and to exceed relevant legislative requirements where reasonably practicable. • Assess work processes and highlight where we can minimise impacts. • Minimise our waste through careful procurement and recycling processes. • Procure sustainable products wherever feasible [e.g., recycled, FSC or low environmental impact products and energy from renewable sources]. • Provide information, instruction and training for employees to be involved in good environmental practice and remedial actions. • Adopt and maintain a transport strategy that is environmentally friendly. • Promote the use of video/telephone conferencing as an alternative to travelling to meetings. • Improve on developing solutions to environmental impacts. • Switch off all electrical equipment when not in use. • Continually monitor and assess the environmental impact of all our operations. Docuflow Ltd have developed a series of action plans to supplement each of our environmental policy objectives. These can be provided on request. Docuflow Ltd will periodically review performance and publish these results annually. - Covid-19 recovery
-
Covid-19 recovery
Covid 19 General Policy 2022
• To promote physical distancing between staff members
• To promote physical distancing between customers and staff members
• To promote physical distancing between groups of customers
• To provide physical distancing in welfare areas
• To provide facilities for hand hygiene
• To promote responsible respiratory etiquette
• To arrange for the hygienic cleaning of contact surfaces
• To provide facilities for segregating anyone who shows symptoms of Covid-19 while on the premises; and,
• To arrange for the hygienic cleaning and disinfection of surface if anyone shows symptoms of Covid-19 while on the premises.
• To ensure staff can WFH when and if required due to any Covid outbreak
• To support staff members affected by Covid 19 - Tackling economic inequality
-
Tackling economic inequality
Docuflow believe that social quality and purpose is of the utmost importance to being recognised as a socially responsible organisation.
From creating business and employment opportunities, to improving and providing staff education and training, Docuflow is committed to tackling economic inequality. Our core policy is to be committed help lower the unequal distribution of income and opportunity between different groups in society by viewing everyone as unique no matter what their background. We believe in a supplier base which is reflective of the modern UK diverse society and recognise that prompt payment of invoices helps smaller organisations function effectively with this in mind we aim to settle supplier invoices well before the due date so that we are helping with smaller organisations cash flow and not being a partner who will negatively impact their organisations and ability to function. - Equal opportunity
-
Equal opportunity
Equal Opportunity Statement
“At Docuflow, we understand that everyone is unique, we embrace and respect an individual’s views, lifestyle, experiences, and positive ambitions and are committed to providing an environment where that person can be successful physically, emotionally, personally and professionally” - Wellbeing
-
Wellbeing
Policy Statement
Docuflow defines wellbeing as the experience of overall health. It encompasses good mental, physical, financial, and social health.
The aim of this policy is to create a workplace culture where employees feel comfortable to talk, seek help and support, and where wellbeing is recognised and embedded into Docuflow working practices.
Docuflow is committed to being recognised as a responsible employer, that supports the wellbeing of all its employees.
Docuflow recognises that its employees may encounter, throughout their lives, events that may affect them in the workplace including those related to their health, personal or domestic situation as well as work-related problems. The policy will provide a framework within which Docuflow will encourage and facilitate working practices and services that support employee wellbeing.
Director Statement
This policy will apply to all employees including those employed on temporary or fixed term contracts. Docuflow will engage with non-Docuflow employees such as visitors, agency staff, and students, and signpost them to the appropriate support.
Docuflow is committed to promoting and supporting the wellbeing of all its employees, to create an inclusive culture which focusses on prevention, and where issues are identified, minimised, and managed before they have a detrimental impact on employees
Policy
Docuflow recognises that a rounded approach to employee wellbeing can foster a thriving workforce, which can deliver on its objectives to achieve increased employee engagement, productivity, retention, and recruitment.
*full policy avaialable upon request
Pricing
- Price
- £15 to £25 a unit
- Discount for educational organisations
- Yes
- Free trial available
- Yes
- Description of free trial
- A full license everything included 30 days
- Link to free trial
- Request here https://www.docuflow.co.uk/contact