Docuflow Ltd

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
If you use assistive technology (such as a screen reader) and need versions of these documents in a more accessible format, email the supplier at chris.rowlands@docuflow.co.uk. Tell them what format you need. It will help if you say what assistive technology you use.

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
PDF
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
  • PDF
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
  • PDF
  • 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

Service documents

Request an accessible format
If you use assistive technology (such as a screen reader) and need versions of these documents in a more accessible format, email the supplier at chris.rowlands@docuflow.co.uk. Tell them what format you need. It will help if you say what assistive technology you use.