Epiq Systems Ltd

Microsoft 365 (O365)

Microsoft 365 is a cloud based integrated Enterprise productivity application that helps transform the way organisations work. It enables employees to connect to people, collaborate, share content and information from any device and anywhere, whilst securely safeguarding organisations’ assets with intelligent security.

Features

• Information Governance
• Advanced Threat Protection
• Data Loss Prevention
• Record Management
• Data Privacy
• Data Investigation
• Insider Risk Management
• Advanced eDiscovery
• Azure Information Protection
• Data Migration

Benefits

• Content classification and retention policy
• Advanced protection against malware, malicious attacks
• DLP to protect data from intentional or accidental loss
• RM provides regulatory, legal, critical records for all corporate data
• GDPR, DSR, discovery, governance and protection
• Triage, investigate and remediate data related incidents
• Minimize internal risks by detecting, investigate, action on risky activities
• Electronic workflow for legal cases including hold
• Automatic, optional classification, protection documents, emails by applying labels
• Migration from on premise to cloud

£2,300 a unit a day

• Education pricing available

Service documents

• Pricing document

  PDF

• Service definition document

  PDF

• Terms and conditions

  PDF

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 contracts@epiqglobal.com. Tell them what format you need. It will help if you say what assistive technology you use.

Framework

G-Cloud 14

Service ID

239892256275033

Contact

Sandeep Patel
020 7367 9173
contracts@epiqglobal.com

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: Microsoft 365 provides enablement and implementation of the various modules.
• Cloud deployment model:
  • Public cloud
  • Private cloud
  • Hybrid cloud
• Service constraints: Requires Microsoft 365 licences.
• System requirements: Microsoft 365 software licences and Tenant

User support

• Email or online ticketing support: Yes, at extra cost
• Support response times: Projects will be managed by consultants and project managers based on issue levels. The service is based on the provision of Professional Services for the implementation and deployment of the required services or functionalities. Support following project sign off will be the responsibility of the internal IT Support Team and will be agreed at contract award.
• User can manage status and priority of support tickets: No
• Phone support: No
• Web chat support: No
• Onsite support: Onsite support
• Support levels: Onsite support is provided during the project implementation and deployment of the required services by the implementation project team.
• Support available to third parties: No

Onboarding and offboarding

• Getting started: Awareness workshop; On site training
• Service documentation: Yes
• Documentation formats: PDF
• End-of-contract data extraction: The data will reside at the user's end.
• End-of-contract process: Review of the project will be conducted including all follow up actions.; All project design and configuration documentations will be provided.

Using the service

• Web browser interface: Yes
• Supported browsers:
  • Internet Explorer 11
  • Microsoft Edge
  • Firefox
  • Chrome
  • Safari
  • Opera
• Application to install: No
• Designed for use on mobile devices: Yes
• Differences between the mobile and desktop service: Microsoft enabled
• Service interface: No
• User support accessibility: None or don’t know
• API: No
• Customisation available: Yes
• Description of customisation: Customisation available to the level of support the users require

Scaling

• Independence of resources: All projects are managed based on availability of internal resources and planned schedule

Analytics

• Service usage metrics: Yes
• Metrics types: Volumes of data received and processed; Volumes of data hosted; Active users; Breakdowns of data hosted by custodian, data, file type and other criteria as requested by clients.
• Reporting types:
  • Real-time dashboards
  • Regular reports
  • Reports on request

Resellers

• Supplier type: Reseller providing extra support
• Organisation whose services are being resold: Microsoft

Staff security

• Staff security clearance: Other security clearance
• Government security clearance: Up to Developed Vetting (DV)

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
• Data sanitisation type:
  • Explicit overwriting of storage before reallocation
  • Deleted data can’t be directly accessed
• Equipment disposal approach: Complying with a recognised standard, for example CSA CCM v.30, CAS (Sanitisation) or ISO/IEC 27001

Data importing and exporting

• Data export approach: The software can be configured to enable users to download both documents and data, subject to user profiles and permissions. For large data sets or formal productions to other parties, it is highly recommended that a system administrator manages this process.
• Data export formats:
  • CSV
  • Other
• Other data export formats:
  • Native
  • TIFF
  • PDF
  • HTML
• Data import formats:
  • CSV
  • Other
• Other data import formats:
  • Native
  • Tiff
  • PDF
  • HTML

Data-in-transit protection

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

Availability and resilience

• Guaranteed availability: We train staff to answer phones within three rings, acknowledge emails within one hour and escalate all unusual queries to their manager. We maintain a formal policy for handling queries and all personnel are trained in our escalation process. Specific service level agreements for availability are agreed with clients on a case-by-case basis.
• Approach to resilience: The physical protection of all data centres encompasses multiple layers including 24x7 onsite staff, strict personnel access controls utilising badge and/or biometric access and mantraps, and 24x7x365 video surveillance both inside and outside the facility. Hardware, servers, and network devices are maintained on raised flooring and are secured in locked cabinets. Visitors must be escorted at all times, sign in, and be assigned an electronic photo ID badge that does not grant access to any raised floor areas. Further information is available on request.
• Outage reporting: Email alerts are sent directly to the IT support team who will then investigate and report back to clients confirming the start and end times for any outage, our analysis of the cause of the outage and how the issue was resolved. Reports will also include recommendations for any future changes or upgrades if these are required.

Identity and authentication

• User authentication needed: Yes
• User authentication:
  • 2-factor authentication
  • Username or password
• Access restrictions in management interfaces and support channels: Our internal environments are restricted to internal staff only and no external access to management interfaces and support channels are permitted. Support during the project is carried out by the Project Manager or consultants working on the project and reviewed during regular client meetings.
• 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 have access to real-time audit information
• How long user audit data is stored for: User-defined
• Access to supplier activity audit information: Users contact the support team to get audit information
• How long supplier audit data is stored for: User-defined
• How long system logs are stored for: User-defined

Standards and certifications

• ISO/IEC 27001 certification: Yes
• Who accredited the ISO/IEC 27001: British Standards Institute (BSI)
• ISO/IEC 27001 accreditation date: 02/04/2019
• What the ISO/IEC 27001 doesn’t cover: Services outside our core services which are Legal Services and Court Reporting. A statement of applicability can be provided on request.; ; Check content
• ISO 28000:2007 certification: No
• CSA STAR certification: No
• PCI certification: No
• Cyber essentials: Yes
• Cyber essentials plus: Yes
• Other security certifications: Yes
• Any other security certifications: Add any other Microsoft security certifications

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: Information security is managed through a dedicated information security team who are responsible for designing and updating polices relating to user access, physical controls, network storage, appropriate use of systems and compliance with existing legislation. Policies are reviewed and updated on a quarterly basis. Mandatory training on security issues is provided to all employees when they join the company and at least annually during their tenure. Our data centre and operations centre have been accredited to ISO 27001 standard and as part of this certification we are regularly interviewed and audited by an external auditor - a process that evaluates our policies and practices to identify and resolve potential vulnerabilities.

Operational security

• Configuration and change management standard: Supplier-defined controls
• Configuration and change management approach: As part of the project progress all Change Requests have to be documented and agreed and signed off by the client, including the update of the risk log and configuration and design documentations.
• Vulnerability management type: Supplier-defined controls
• Vulnerability management approach: Our environments are centrally managed adhering to our strict cyber security policy. Services to clients are delivered by our Professional Services resources only and our environment does not have an impact on the service being delievered to clients. Any work carried out is within the client's own environment.
• Protective monitoring type: Supplier-defined controls
• Protective monitoring approach: Everyone within the organisation has to adhere to strict security and compliance policies to prevent potential compromise. Any concern around potential compromise has to be immediately reported to the immediate line manager, local IT Department, and where necessary escalated to the Vice President of the EMEA region, followed by informing the global IT team. Strict governance and procedures are required to be followed at all times.
• Incident management type: Supplier-defined controls
• Incident management approach: As part of the project process all incidents are recorded, reported to the relevant users and where necessary escalated to the Project Sponsor as well as the Director of Information Governance of the EMEA region.; ; Following necessary actions, preventive measures and mitigation will be introduced to prevent similar incidents occuring.

Secure development

• Approach to secure software development best practice: Supplier-defined process

Public sector networks

• Connection to public sector networks: No

Social Value

• Social Value:

  Social Value

  • Fighting climate change
  • Covid-19 recovery
  • Tackling economic inequality
  • Equal opportunity
  • Wellbeing

  Fighting climate change

  We publish a Carbon Reduction Plan on our website and are committed to achieving Net Zero emissions by 2050. We record and monitor carbon emissions, set annual objectives to reduce carbon emissions and improve environmental sustainability, and have implemented multiple environmental initiatives in order to meet the objectives, including closing offices no longer required due to staff working from home. We operate our offices in the most energy efficient manner, including motion sensors which automatically turn off lights, fixed temperature settings, low-flow toilets, etc. We provide recycling bins in the office/s. We maintain a paperless office policy and documents are only printed to meet client requirements. All the equipment has earned an Energy Star rating and is configured to take advantage of low energy modes when left in an idle state. The data centres utilizes 100% renewable energy.; We are a signatory to the Greener Litigation and Greener Arbitration Pledges, which commit us to taking active steps to reduce the environmental impact of the operations in the UK. Epiq holds an ISO 14001 certification, requiring us to set annual environmental sustainability objectives, report against them, and continually improve the environmental management program. We track key metrics on the Scope 1, Scope 2 and Scope 3 emissions, employee travel, employee engagement, training completion rates, as well as feedback from employees, clients, consultants, and suppliers. The CSR teams meet quarterly to review the progress of the initiatives, measure their success, identify improvements, and discuss new initiatives. We report on key metrics and the progress of the initiatives via performance review meetings and contract reports.; Employees must complete annual mandatory environmental training courses. We run regular workshops to encourage employees to be more environmentally conscious. We organize regular environmental volunteering activities for the staff such as litter picking, tree planting, and river cleaning.

  Covid-19 recovery

  Epiq has taken several steps to help both our company and local communities manage and recover from the impacts of COVID-19, which are directly relevant to the provision of services we provide.These include: • Office/work equipment, policy updates and security compliance training have been provided to staff to enable home working, as required. The rapid changes required to working practices prompted Epiq to develop a new Flexible Work Strategy.. • All employees are encouraged to wear masks and social distance when appropriate. We provide masks, gloves, hand sanitiser and disinfecting wipes in all offices. We have put in place additional cleaning of high contact areas. We have a dedicated area on our intranet to provide information and tools to our employees on office safety protocols • We provide financial support to employees , their families and communities affected by the COVID-19 pandemic via our Epiq Charitable Foundation. • We recognise the toll that the COVID-19 pandemic has had on the physical and mental health of our employees and have provided free access to the Headspace app, free access to our employee support programme offering support for financial, mental, and physical wellbeing, and free access to daily activities designed to promote physical and mental health.

  Tackling economic inequality

  Epiq is committed to developing valuable relationships with businesses that are minority-owned, woman-owned, disadvantaged-owned, LGBT-owned, veteran-owned, small, HUB Zone, and providing maximum practicable opportunities for suppliers that can offer quality, innovative, competitive, and cost-effective products and services. We adhere to this commitment by integrating supplier diversity into our business strategies, making good faith efforts to include diverse suppliers in sourcing activities, and monitoring spending levels with diverse suppliers. On our website, we encourage small and diverse suppliers to register with us and arrange meetings with us to identify how we can partner together. We advertise upcoming opportunities in accessible media, attend and sponsor regular industry networking events, and regularly partner with smaller organisations when tendering for public sector contracts. We also encourage our large suppliers to identify opportunities for small and diverse suppliers to provide services to us through their supply chain. When purchasing goods and services, we always ensure the source of such products and services is ethical and sourced from suppliers who a) offer their staff ethnical working practices; b) operate in accordance with the local law and good practice; c) demonstrate a commitment to the equality, health and safety and diversity of their own staff and suppliers; d) offer fair wages and working conditions to individuals of an appropriate working age. We conduct rigorous due diligence checks to ensure that all our suppliers meet our exacting standards for service delivery and security. Our Supplier Diversity Committee meets quarterly to review the progress of our initiatives, measure their success, identify improvements, and review commitments. Tools used to measure success include metrics on overall diverse spend, number of diverse suppliers, and supplier diversity memberships and events. The Supplier Diversity Committee report on the progress of our initiatives to senior management quarterly.

  Equal opportunity

  We are committed to providing an organisational culture and climate in which every employee can thrive at work, is valued, and has a sense of belonging and connection. We have established a Diversity, Equity and Inclusion (DEI) Committee to facilitate a talent network that values and understands everyone's merits from a perspective of equity. Our accomplishments so far include : • Launching our first Community Resource Group, Black @ Epiq, to bring employees together to share their experiences and perspectives and enrich their overall work experience. • Other CRGs we have running include: Epiq Women, Epiq Pride, Epiq Belonging. • Rolling out mandatory DEI training. Completion of DEI training is tracked and measured through our online learning platform. • Built our community of Epiq volunteers by giving employees an additional day of annual leave for charitable work. • Launching a mentorship programme providing employees with access to leadership guidance and professional development support. • Launching DEI podcasts and internal intranet hub that will house DEI educational resources, CRG information, events, cultural holiday spotlights, and provide areas for our employees to submit feedback and propose DEI initiatives. • Creating DEI Client Advisory Board to circulate best practices, elevate ideas, share lessons learned, and further DEI initiatives across multiple companies. Our DEI Committee meet weekly to review progress, measure success, identify improvements, and agree new social value commitments. It meets with business leaders and executive sponsors to discuss initiatives and ensure that our leaders are driving the values that we are seeking to ingrain in our culture. Tools used to measure success include metrics on levels of employee engagement, programme adoption rates, employee retention figures, training completion rates, as well as feedback from stakeholders. The DEI Committee report on progress of initiatives in monthly newsletters with details published on our website.

  Wellbeing

  Epiq strives to promote a healthy and inclusive workforce by: producing, implementing, and communicating a Mental Health at Work plan; developing mental health awareness among employees; encouraging open conversations about mental health and the support available when employees are struggling; providing employees with good working conditions and ensuring they have a healthy work life balance and opportunities for development; promoting effective people management through line managers and supervisors and; routinely monitoring employee mental health and wellbeing. Epiq also runs a series of schemes where we have implemented ‘enhanced’ standards of mental health and wellbeing including: increased transparency and accountability through internal reporting; demonstrated accountability and; ensured provision of tailored in-house mental health support and signposting to clinical help. We recognise that finding the right kind of support and services that employees need - particularly in light of the Covid-19 pandemic - can be time consuming, not to mention expensive. Epiq have partnered with MetLife’s Wellbeing Hub, which is designed to empower staff to feel in control and equipped to manage their mental health, whether related to stress and anxiety affecting individual staff members or a loved one in an employee household, who are also able to access the service for free. (1) Financial: to avoid the risk that financial concerns cause employees to become stressed or distracted at work, they may seek support on a wide range of financial issues, including debt; credit card consolidation; pensions; reduced income; and managing money. (2) Mental: employees can benefit from up to six face-to-face counselling sessions with qualified counsellors, to seek help with such issues as depression; child support; bereavement; anxiety; stress; and relationships. (3) Physical: as well as keeping fit and healthy, Epiq helps to facilitate employee access to support with heart health; quitting smoking; exercise and healthy eating; and terminal illness.

Pricing

• Price: £2,300 a unit a day
• Discount for educational organisations: Yes
• Free trial available: No

Service documents

• Pricing document

  PDF

• Service definition document

  PDF

• Terms and conditions

  PDF

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 contracts@epiqglobal.com. Tell them what format you need. It will help if you say what assistive technology you use.