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MICROPORTS.NET LIMITED

Folding Space Electronic Records, Documents & Data Management (ERDMS)

Folding Space ERDMS (Electronic Records Document & Data Management System) provides a complete solution for secure document and records management and, uniquely, incorporates ESL (Elastic Search/Lucene Index) technology for enhanced scalability.

Features

  • Record & Document Management
  • Automated Redaction (ARM)
  • Scan Management
  • Microsoft Office Plug-ins
  • Comprehensive Auditing
  • Secure Document Access
  • Mail merge document templates and declaration to records en masse
  • Single Unified View
  • Web Application - Browser Access
  • Open Schema

Benefits

  • View all documents and records via a single screen interface
  • Declare documents as records in an immutable form (PDF/A .TIF)
  • Audit every interaction with a document or record
  • Secure document and record access with AD & LDAP integration
  • Assign document metadata, relate to an entity, form a record
  • Automatically & Programatically Redact Documents
  • Configure business rules, warnings & notifications against documents & records
  • Manage document version control, expiry and retention
  • Search documents and records via a metadata and/or content
  • Invoke documents or records in context through SOAP/REST integration

Pricing

  • Education pricing 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 ian.sherratt@foldingspace.co.uk. Tell them what format you need. It will help if you say what assistive technology you use.

Framework

G-Cloud 15

Service ID

2 3 6 9 4 1 3 1 8 4 3 0 7 5 1

Contact

MICROPORTS.NET LIMITED Ian Sherratt
Telephone: 0121 236 8979
Email: ian.sherratt@foldingspace.co.uk

About your service

Service categories

Applications

Content workflow and management

  • Document
Multi cloud support
Yes

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
Folding Space have integrated with: Banner Ellucian, Campus IT, Clinisys (WinPath, MasterLab and Enterprise) Documentum EDM, Iizuka Case Manager, Liquid Logic, McKesson, Allscripts Lorenzo PAS, Orion Healthcare Rhapsody Integration Engine, Tribal SITS, Wisdom and Xerox XPim.

Optional Microsoft Office integration, as well as mail merge via MS Word templates.
Cloud deployment model
  • Public cloud
  • Private cloud
  • Community cloud
  • Hybrid cloud
Service constraints
ERDMS includes a systems administration tool which enables constraints and restrictions on functions to be enforced.
There is no limit to the file size as our ERDMS can ingest any file size. The only limitations on the volume of files are storage based. Storage provision is subject to consultation with the customer and, presumably, any customer budget or infrastructure constraints, in an on-premise installation or with the managed hosting supplier. Our extensive real-life experience to date indicates a default to 24mb tends to be optimal but the maximum file size is configurable to meet each customer’s specific requirements.
System requirements
  • Server/s running Windows 2022 or higher
  • Server/s should be IIS Enabled
  • Server/s should have a minimum of 16GB RAM
  • Server/s should have a 8 core processor minimum
  • Virtual or Physical Server/s
  • Minimum Disk size 250GB (depends on volume)
  • SSD with symmetrical read write operations
  • Scanner (optional) should have TWAIN driver
  • End User PC's should have 2Ghz processer and 2GB RAM

User support

Email or online ticketing support
Yes
Support response times
As a Standard Operating Procedure, Folding Space provides its customers and/or partners with unlimited remote support
via the online Customer Support Portal and via fax, email & telephone to the Partner or Folding Space as appropriate
during standard UK office hours.
User can manage status and priority of support tickets
Yes
Online ticketing support accessibility
WCAG 2.2 A
Phone support
Yes
Phone support availability
9 to 5 (UK time), Monday to Friday
Web chat support
No
Onsite support
Yes, at extra cost
Support levels
Folding Space Customers utilise our Support Portal for Technical Support, the portal is managed by our technical and support management and available online (24 x 7).

Once logged and escalated all calls are reviewed, triaged, categorised and worked towards resolution in line with the agreed Service Level Agreement (SLA). Telephone and email support are also provided; typically during normal business hours with out-of-hours escalation relevant to the SLA threat/support level.

For response times, aligned with ITIL recommendations, we would work with the Customer to identify ‘business critical’ application processes (such as data entry or retrieval) and agree acceptable response times for these (excluding environment and network latency) which are then measured and analysed in quarterly service review meetings.

Where necessary any failure to comply with these measurements can then automatically invoke high priority support cases. For example; Priority 1 and 2 incidents - severe system disruptions - are typically measured by a one-hour response and four-hour resolution maximums.
Support available to third parties
Yes

Onboarding and offboarding

Getting started
Initial engagement includes mapping of the 'As-Is' processes and agreeing the 'To-Be'. Fixed fee final costs are submitted and a Project Plan is agreed. Folding Space take an Agile approach to project management. The risks & issues associated with the project flow from the weekly RAID teleconference. All implementations are run in accordance with Prince2 and milestones for quality control, and review, are managed during implementation. An Agile approach to solution delivery requires a collaborative working relationship where iterative deliverables, user feedback and testing within an open and honest communications environment are an integral part of the process. During the pre-Go Live phase, this iterative & collaborative process will be facilitated and supported by the provision of an online, secure & dedicated Customer Support Portal. The Customer Portal is the customer facing half of our Company Communications & Support Portal which is also used internally by the technicians committed to the project and which is reviewed and authorised by our Technical and QA Management with escalation to the relevant Director. Folding Space offer both onsite systems training for authorised System Administrators as well as ‘train the trainer’ for end user training. All training materials are provided in an editable form.
Service documentation
Yes
Documentation formats
  • HTML
  • ODF
  • PDF
End-of-contract data extraction
Upon contract cessation or a termination event, we would provide a machine readable copy of all data/metadata held in the Folding Space ARM system (e.g. CSV or XML). Folding Space will work with the Customer and agree an exit plan to facilitate continuity of service. Upon request, Folding Space will help to migrate data/metadata to a replacement supplier in line with the exit plan. Folding Space will ensure that the exit plan clearly sets out the methodology for achieving an orderly transition of services. The exit plan will set out full details of timescales, activities and roles and responsibilities of the Parties for: ● the transfer of any technical information, instructions, manuals and code reasonably required to enable a smooth migration ● the strategy for export of data and documents to replacement supplier, including conversion to open standards or other standards as required ● the transfer of Project Specific IPR items and other customisations, configurations and databases ● the testing and assurance strategy for exported documents and data.
End-of-contract process
The Customer is able to terminate the contract, after the minimum term (2 years) by giving notice to the Company within the first nine months of any year following the renewal anniversary; that is, within the nine months following the Annual Renewal which is every twelve months from the Commencement date. Termination will then occur in the twelfth month following the Renewal Anniversary. We would agree an exit plan to ensure the secure and safe export of the Customer’s data/metadata from ARM and co-operate in any migration support. Typically we would provide a machine-readable copy of all data/metadata held in the ARM system (e.g. via CSV or XML).
Documentation accessibility standard
None or don’t know
How the documentation is accessible
This is accessible in the nature of the that the available formats allow such support (PDF etc.)

Using the service

Web browser interface
Yes
Supported browsers
  • Microsoft Edge
  • Firefox
  • Chrome
  • Safari
  • Opera
Application to install
No
Designed for use on mobile devices
No
Service interface
No
User support accessibility
WCAG 2.2 A
API
Yes
What users can and can't do using the API
We have a complete library of API, Invocation and Rendering Web Services available to ensure all manner of interfacing, integration and data exchange with other applications. And we have a philosophy of ‘open schema’ sharing of our database approach with our Customers so that customer IT can collaboratively access and utilise the database themselves.

We have extensive experience in integrating information with other applications; specifically, various PAS (Patient Administration System), Microsoft Active Directory (we have an MS AD management technology), LIMS (Pathology Laboratory Information Systems), Care Systems (e.g. CareFirst), Email (we possess extensive MS Exchange interaction technologies) and all manner of data warehouses (e.g. from SQL and Oracle to SAP).
API documentation
Yes
API documentation formats
  • ODF
  • PDF
  • Other
API sandbox or test environment
Yes
Customisation available
Yes
Description of customisation
There are extensive ‘self-service’ facilities for customisation and customer self-service including a Business Process & Rules Engine and System Administration Tools for configuration of rules, policies and security permissions and for document management workflows like version control, expiry/retention management and detailed auditing. For example, configurable business rules for the management, retention, expiry and disposal of documents to support records and retention policies. ERDMS has a ‘metadata-driven’ architecture and does not necessitate the creation and maintenance of file plans in order to better enable dynamic business rules, record & document security references, workflows, virtual folders & documents, presentation & tracking of status and descriptions. Metadata schema taxonomies are unlimited and generated/managed per installation so the Customer can have as many metadata attributes as is desired. This ensures that metadata attributes, security and record/document search, retrieval & file storage are managed consistently & perform optimally throughout each ERDMS/SUV installation. Fully granular security is provided as standard. User interfaces, system components, functions within each component and even data items, documents, content and metadata attributes can be restricted via user role or group to enable complete system functionality customisation to restrict data, documents and content for specific users, groups, departments or purposes.

Scaling

Independence of resources
All users environments are segregated via the use of VM resources for all compute and data elements. Specific security integration with a customers Active directory or EntraID environments, as well as the use of web certificates ensure that data does not cross the customer boundary.

Analytics

Service usage metrics
Yes
Metrics types
The data-windfall from an ERDMS implementation falls into two primary areas - management information (‘MI’) and redacted data information (‘RDI’). Regarding MI - ARM automatically audits every interaction including date/time, user, device and audit action type and description. Authorised Users have the ability to export data at will and to build their own data relationships and reports directly using BI tools. Regarding RDI - all results generated by ARM processes are analysed, interpreted and reported upon automatically so the organisation can see what it is dealing with in terms of data redacted data for risk management and compliance purposes.
Reporting types
  • API access
  • Real-time dashboards
  • Regular reports
  • Reports on request
Resource tagging
No
FOCUS resource tagging
No

Resellers

Supplier type
Not a reseller

Staff security

Staff security clearance
Staff screening not performed
Government security clearance
Security Clearance (SC)

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
Yes
Datacentre security standards
Supplier-defined controls
Penetration testing frequency
At least once a year
Penetration testing approach
Another external penetration testing organisation
Protecting data at rest
  • Physical access control, complying with another standard
  • Encryption of all physical media
Data sanitisation process
Yes
Equipment disposal approach
Complying with a recognised standard, for example CSA CCM v4.0, CAS (Sanitisation) or ISO/IEC 27001
Data sanitisation type
  • Data Erasure
  • Explicit overwriting of storage before reallocation / Secure Erase

Data importing and exporting

Data export approach
Users can export individual documents or any selection of documents (or virtually assembled documents vis Bookmarking or Extraction facilities) as PDF copies directly from within the ERDMS.

ERDMS also provides the ability for users to search, filter & then export or print.

ERDMS system administration also enables the batch exporting of documents and records.
Data export formats
  • CSV
  • ODF
Data import formats
  • CSV
  • ODF

Data-in-transit protection

Data protection between buyer and supplier networks
  • TLS (version 1.2 or above)
  • IPsec or TLS VPN gateway
  • Legacy SSL and TLS (under version 1.2)
Data protection within supplier network
  • TLS (version 1.2 or above)
  • IPsec or TLS VPN gateway
  • Legacy SSL and TLS (under version 1.2)

Availability and resilience

Guaranteed availability
Managed Hosting Service Level Agreement: Service Availability will be as per the (customer preferred) cloud vendor SLA (e.g. Microsoft Azure at 99.95%). Private cloud will be in compliance with the UpTime Institute's Tier III availability 99.982%. The Folding Space design approach includes a proposed multi-node load balanced environment at the application level with no single points of failure to meet the SLA's. Maintenance and upgrades are always planned and scheduled in partnership with the Customer and designed so as to avoid or minimise downtime. The multi-node load balanced approach enables individual application servers to be taken out of the load balancer for upgrades or maintenance on a staged basis.
Approach to resilience
Externally: independent penetration tests, security tests and performance tests for Folding Space technology have been successfully undertaken by customers such as Her Majesty's Courts Service, House of Commons, Foreign and Commonwealth Office, IPSA (Independent Parliamentary Standards Authority), Scottish Parliament and the Welsh Assembly as well as various NHS Trusts and Local Authorities. Internally: ARM automatically audits every user interaction including date/time, user, device and audit action type and audit action description. Server-side: Customer data is securely stored within the ARM system for use by the Customer alone. Similarly, the documents are securely stored within the File Store for use by Customer alone. Software maintenance of ARM by Folding Space does not normally touch upon the customer data or documents/files/records. Updates/upgrades are planned and deployed to a test environment before going live. We secure all data exchanges via HTTPS or SFTP. Our ‘thin’ client-side approach to data & document exchange means that data integrity and security is maximised as nothing is transferred from the secure server-side; it is merely accessed and viewed (i.e. not stored locally).
Outage reporting
The Customer Support Portal includes a facility for automated alerts sent to the Customer and to internal designated staff responsible for resolving support issues. This Portal provides a complete environment for feedback & communications incorporating an incident logging, triage response and issue/fix monitoring service; effectively, a complete structured, threaded and audited case management & acceptance testing system. The Customer Support Portal is also used internally by the technicians committed to the project and which is reviewed and authorised by our Technical and QA Management with escalation to the relevant Director.

Identity and authentication

User authentication needed
Yes
User authentication
  • Public key authentication (including by TLS client certificate)
  • Limited access network (for example PSN)
  • Dedicated link (for example VPN)
  • Username or password
Access restrictions in management interfaces and support channels
Folding Space ERDMS provides powerful Systems Administration functionality for customer self-service:
Granular security and user access management is provided for Systems Administrators to all facilities and audits. Includes user login & password management, ability to restrict access so that each user can only view the data that they are allowed to access.
Access can be granted and changed easily & securely so confidentiality of search, access and view is maintained, managed and audited.
Customers can add their own dictionary terms, regular expressions or apply business rules.
Whilst ARM processes are automated by default, Systems Administrators can process data ad-hoc.
Access restriction testing frequency
At least every 6 months
Management access authentication
  • Multi-Factor Authentication (MFA)
  • Public key authentication (including by TLS client certificate)
  • Identity federation with existing provider (for example Google Apps)
  • Dedicated link (for example VPN)
  • Username or password

Audit information for users

Access to user activity audit information
Users have access to real-time audit information
How long user audit data is stored for
User-defined
Access to supplier activity audit information
Users have access to real-time audit information
How long supplier audit data is stored for
User-defined
How long system logs are stored for
User-defined

Security governance

Named board-level person responsible for service security
Yes
Security governance certified
Yes
Security governance standards
ISO/IEC 27001
Information security policies and processes
Folding Space ISO27001 ISMS Statement of Applicability available upon request.

An Information Asset Register (IAR) for logging and tracking the receipt and usage of 3rd Party Data is maintained by Folding Space. The National Archives IAR template has been extended and is used by Folding Space in recognition of the nature of the Folding Space business and the diversity of data received from various 3rd Parties (e.g. customers, partners.)
The Folding Space Compliance Manager is responsible for the creation, maintenance and monitoring of the Information Asset Register.

The intended recipient of any information asset supplied from outside the company is responsible for pre-receipt alerting and registering the asset with the Compliance Manager immediately upon receipt.

The Folding Space Technical Manager or Project & Support Manager are responsible for the secure access, deployment and storage of each information asset.

Information assets can only be accessed by individuals that have appropriate authorisation according to the classification of the information and their need to access for work purposes.

The Technical Manager or Project & Support Manager are responsible for the return or destruction of the information asset as determined by the Compliance Manager and in agreement the relevant Asset Owner.
Software Security Code of Practice
Yes

Operational security

Configuration and change management standard
Supplier-defined controls
Configuration and change management approach
All CCN's are logged in the Folding Space Customer Support Portal . An Account Manager ensures continued direct liaison and communications between all parties. We assign an accredited Prince2 Practitioner for the full project lifecycle and ongoing support, as well as assigning a Director of the company to undertake strategic and overall responsibility for the project.

All these measures fully support the establishment and successful operation of an ITIL-aligned Change Request & Control process.
Vulnerability management type
Supplier-defined controls
Vulnerability management approach
Risk management is aligned to ISO27001 and is driven from Board level. Regular vulnerability testing identifies potential threats, vulnerabilities and mitigates risks through appropriate controls to reduce the risks to people, information and infrastructure to an acceptable level. This process takes full account of relevant statutory obligations and protections, including the Data Protection Act (GDPR), Freedom of Information Act, the Official Secrets Act, Equality Act and the Serious Organised Crime and Police Act.
Protective monitoring type
Complies with a recognised standard, for example CSA CCM v4.0 or SSAE-18 / ISAE 3402
Protective monitoring approach
Technical support is provided as per the agreed SLA. System and software support is provided via system health monitoring and in response to feedback received via the Support Portal.

In an on-premise installation, remote diagnostics and operational technical remedial investigation/action is provided.

In a Managed Hosted Service we monitor Firewall CPU, Memory, network interface utilisation, system disk usage, port status for Windows services and Ping monitoring and, if thresholds are exceeded, generate an automated support ticket. In addition, we also configure a URL monitoring check.

Typically, penetration testing cycles are agreed with the Customer for the duration of the contract.
Incident management type
Complies with a recognised standard, for example, CSA CCM v4.0 or ISO/IEC 27035:2011 or SSAE-18 / ISAE 3402
Incident management approach
Incidents are managed via the Customer Support Portal.
Once logged and escalated all calls are reviewed, triaged, categorised and worked towards resolution in line with the agreed SLA.
Folding Space agree acceptable response times for business critical application processes with the Customer, these are then measured and analysed in quarterly service review meetings. Any failure to comply with these measurements automatically invokes high priority support cases.

A management escalation procedure is also agreed to ensure that issues requiring direct management intervention are in place. Typically, this encompasses invocation of a chain of command, emergency and out of hours contact facilities.
Post-quantum cryptography secure
No

Secure development

Approach to secure software development best practice
Independent review of processes (for example CESG CPA Build Standard, ISO/IEC 27034, ISO/IEC 27001 or CSA CCM v4.0)

Public sector networks

Connection to public sector networks
No

Pricing

Discount for educational organisations
Yes
Free trial available
No

Discount percentage by annual call-off contract value (excluding VAT)

Less than £250,000
0%
Between £250,000 and £500,000
1%
Between £500,001 and £1,000,000
2%
Between £1,000,001 and £2,500,000
2%
Between £2,500,001 and £5,000,000
2%
Over £5,000,001
2%

Non-mandatory Standards and certifications

ISO/IEC 27001 certification
Yes
Who accredited the ISO/IEC 27001
Citation
ISO/IEC 27001 accreditation date
Thursday 16 May 2019
What the ISO/IEC 27001 doesn’t cover
Nothing.
ISO 28000:2022 certification
No
ISO 9001 certification
No
Quality management systems (QMS)
Yes
CSA STAR certification
No
PCI certification
No
Cyber essentials
Yes
Please provide your Cyber Essentials Certificate Number
Ef1e98e8-d569-4851-84dd-9fde21b439ff
Cyber essentials plus
No
Cyber Essentials Alternative
In relation to the services you do not have a current and valid Cyber Essentials Plus certificate which has been awarded by one of the government approved Cyber Essentials accreditation bodies but you are working towards gaining it, and will be in a position to confirm that you have been awarded a current and valid Cyber Essentials Plus certificate by one of the government approved accreditation bodies within 12 months of the date of award.
Other security certifications
No

Social value

Section B - Commitment for Future: Delivery
  • Mission: Kick start economic growth. To secure the highest sustained growth in the G7 - with good jobs and productivity growth in every part of the country making everyone, not just a few, better off.

    Policy Outcome 1: Fair work: That offers fair wages and good working conditions. Help people get a job, stay in work, and progress in their careers, with good employment opportunities across the country. Notes: Where there is a large proportion of labour costs in the contract, commercial teams should consider MAC in Outcome 1 as a priority

    • New or retained jobs on the contract workforce in the relevant area that meet the criteria set out in MAC 1b, 1c and 1d
    • Providing opportunities for, and measuring and monitoring of, staff workforce conditions over time, including employee engagement, involvement in decision-making and satisfaction and adapting to any changes in the results, with clear processes for acting on issues identified
    • Plans to engage the contract workforce in deciding the most important workplace issues to address
    • Monitoring of employee engagement rates (by protected characteristic) and, where necessary, the development of actions to ensure all voices are heard across the diversity of the workforce
    • Employment contracts that reflect actual hours worked; steps taken to ensure employees understand their contracts and have the ability to review and adjust them if actual hours regularly exceed contracted hours
    • Activities that support an environment where staff are educated about, and feel empowered to, address their physical wellbeing
    • Activities that support an environment where staff are educated about and feel empowered to report and address bullying and harassment
    • Activities to cascade good practice on fair working conditions throughout the supply chain
    • Payment of more than the National Minimum Wage or National Living Wage (as appropriate) to the contract workforce
    • Monitoring and reporting of gender and ethnicity pay gaps and plans to address them where necessary
    • Entitlement to sick pay for the contract workforce, with provision in place for any staff who do not meet the earnings threshold for statutory sick pay, payment of sick pay from day one of absence and payment of staff on the contract workforce who are off sick a replacement income of 100% of their usual earnings for as long as possible
    • Understanding of in-work progression issues affecting the market, industry or sector relevant to the contract, and in the supplier’s own organisation and those of its key sub-contractors
    • Understanding of the modern slavery risks and issues affecting the market, industry, sector or country (of origin or of source) relevant to the contract, and the workforce in the supplier’s own organisation and those of its key subcontractors
    • Measures to identify, mitigate and manage modern slavery risks relating to the contract and how these will be implemented
    • Outline policies and practices to be applied to or put in place for the contract to mitigate and manage modern slavery risks, including: Pre-employment checks, recruitment practices. Workplace conditions, safeguarding plans and processes in place and regular monitoring with relevant groups considered, which may include sampling
    • How to ensure business decisions re: price/cost, short lead times, payment timescales do not create modern slavery risks in the supply chain
    • Means of influencing staff, suppliers, customers, communities and/or any other appropriate stakeholders with respect to modern slavery risks relating to the contract
  • Mission: Kick start economic growth. To secure the highest sustained growth in the G7 - with good jobs and productivity growth in every part of the country making everyone, not just a few, better off.

    Policy Outcome 2: Skills for growth: Supporting growth sectors and addressing skills gaps.

    • Understanding of employment and relevant skills issues, and of the education and training issues relating to the contract. Illustrative examples: demographics, skills shortages, new opportunities in high growth sectors, geographic/local community and skills/employment challenges
  • Mission: Kick start economic growth. To secure the highest sustained growth in the G7 - with good jobs and productivity growth in every part of the country making everyone, not just a few, better off.

    Policy Outcome 3: Resilient, innovative and flexible supply chains: Support economic growth through enabling resilient businesses, opportunities for small businesses and voluntary, community and social enterprises

    • Understanding of the types of businesses in the market and the level of participation by new businesses, entrepreneurs, start-ups, SMEs, VCSEs and mutuals
    • Activities that demonstrate a collaborative way to work with a diverse range of businesses as part of the supply chain
    • Structuring of the supply chain selection process to ensure fairness (e.g. anti-corruption) and encourages participation by a diverse range of businesses, including with regard to new businesses, entrepreneurs, start-ups, SMEs, VCSEs and mutual
  • Mission: Make Britain a clean energy superpower: To cut bills, create jobs and deliver security with cheaper, zero-carbon electricity by 2030, accelerating to net zero

    Policy Outcome 4: Sustainable procurement practices: Reducing carbon footprints, minimising waste, and promoting the use of clean energy and green technologies.

    • Understanding of how to influence staff, suppliers, customers, communities and/or any other appropriate stakeholders through the delivery of the contract to support climate and nature protection and improvement
  • Mission: Build an NHS fit for the future: That is there when people need it; with fewer lives lost to the biggest killers; in a fairer Britain, where everyone lives well for longer.

    Policy Outcome 8: Increasing productivity through physical and mental wellbeing: In the supply chain and communities in the relevant area.

    • Understanding of issues relating to health and wellbeing, including physical and mental health, in the contract workforce
    • Understanding barriers to access to health and social care services or employment opportunities e.g. digital inclusion
    • Inclusive and accessible recruitment practices, development practices and retention policies that support-focused activities including those provided in the Guide for line managers on recruiting, managing and developing which support people with a disability or health condition

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 ian.sherratt@foldingspace.co.uk. Tell them what format you need. It will help if you say what assistive technology you use.