Docuflow Ltd

DocuPoD - Post on Demand - Hybrid Mail

Mail can be sent directly from your desktop to a production mail centre, main benefits are it is less expensive than traditional mail methods when all costs are factored in and is quicker as you are not leaving your computer to get your post into the Royal Mail postal stream

Features

• Easy to use
• Quick to implement
• Secure Production Print & Mail Facility
• Real time mail
• Delivered by Royal Mail
• Similar to a print driver to access the mail portal
• SLA's provided
• Can be accessed from any where
• Low maintenance
• Support provided

Benefits

• Speeds up the mail process
• Accessed from a computer/tablet
• Less expensive than franking and stamps
• No investment in hardware
• Pay as you use
• No minimum charges
• Audit Trail
• Visibility of service
• Colour is the same price as mono
• Reporting on each user

£0.45 to £0.53 a unit

• Education pricing available
• Free trial available

Service documents

• Pricing document

  PDF

• Skills Framework for the Information Age rate card

  PDF

• Service definition document

  PDF

• Terms and conditions

  PDF

• Modern Slavery statement

  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 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

253942715562950

Contact

Chris Rowlands
0333 577 4900
chris.rowlands@docuflow.co.uk

Service scope

• Software add-on or extension: No
• Cloud deployment model:
  • Public cloud
  • Private cloud
• Service constraints: Occasional planned maintenance out of business hours users informed prior too.
• System requirements:
  • Windows environment
  • Free test license available prior to any implementation

User support

• Email or online ticketing support: Yes, at extra cost
• Support response times: Monday to Friday 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: Users can contact on our website with issues, preferred method is e-mail for logging purposes.
• Onsite support: Yes, at extra cost
• Support levels: We provide remote support as part of any agreement at no extra costs, we aim to have any issues resolved with the service within 24 hrs, however issues should not affect a users ability to use the service which is fully ISO accredited.
• Support available to third parties: Yes

Onboarding and offboarding

• Getting started: We provide user documentation and on-line training, it is a very simple service to use, if users have questions after training support is foc.
• Service documentation: Yes
• Documentation formats: PDF
• End-of-contract data extraction: There is no data to extract as once mailed data is deleted after a set period and the accounts can be permanently deleted at any time.
• End-of-contract process: There are no additional costs to use the service for usage or support.

Using the service

• Web browser interface: Yes
• Supported browsers:
  • Internet Explorer 11
  • Microsoft Edge
  • Firefox
  • Chrome
• Application to install: Yes
• Compatible operating systems: Windows
• Designed for use on mobile devices: No
• Service interface: No
• User support accessibility: WCAG 2.1 AA or EN 301 549
• API: Yes
• What users can and can't do using the API: Yes we can look to integrate if required via the API but would need to discuss prior too, to see if viable
• API documentation: No
• API sandbox or test environment: No
• Customisation available: No

Scaling

• Independence of resources: We provide an agreed KPI and SLA to ensure performance.

Analytics

• Service usage metrics: Yes
• Metrics types: We provide a usage report at the end of each month
• Reporting types: Regular reports

Resellers

• Supplier type: Reseller providing extra features and support
• Organisation whose services are being resold: The post is sent to PHD mail for processing

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: No
• Datacentre security standards: Supplier-defined controls
• Penetration testing frequency: At least every 6 months
• Penetration testing approach: In-house
• Protecting data at rest:
  • Physical access control, complying with another standard
  • Encryption of all physical media
• Data sanitisation process: Yes
• Data sanitisation type: Deleted data can’t be directly accessed
• Equipment disposal approach: In-house destruction process

Data importing and exporting

• Data export approach: At the end of each month a pdf usage report is provided, this can also be delivered by e-mail on request.
• Data export formats: Other
• Other data export formats: PDF
• Data import formats: Other
• Other data import formats: Data is uploaded as word or PDF

Data-in-transit protection

• Data protection between buyer and supplier networks:
  • Private network or public sector network
  • Other
• Other protection between networks: We also provide the ability to communicate through an encrypted communication portal which we use to converse sensitive conversations and data.
• Data protection within supplier network: IPsec or TLS VPN gateway

Availability and resilience

• Guaranteed availability: 99% up-time at no time should a user be without the service and post will always go out within the agreed SLA and KPI, there is a duplicate disaster recovery site two miles from the main site which in case of complete site failure can be live within in a matter of hours, our standard standard penalty for in-hours downtime is £45.00 per hour.
• Approach to resilience: The print and post is printed at a main location in case of "disaster" there is a second duplicate site fully maintained available for production in a matter of hours should the main site go down.
• Outage reporting: E-mail alerts

Identity and authentication

• User authentication needed: Yes
• User authentication: Username or password
• Access restrictions in management interfaces and support channels: Different users and groups have different levels of access and administration, which when they log in under their user name is automatically enforced.
• Access restriction testing frequency: At least every 6 months
• Management access 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: Less than 1 month
• Access to supplier activity audit information: Users receive audit information on a regular basis
• How long supplier audit data is stored for: Between 1 month and 6 months
• How long system logs are stored for: Between 1 month and 6 months

Standards and certifications

• ISO/IEC 27001 certification: Yes
• Who accredited the ISO/IEC 27001: EXOVA BMTRADA
• ISO/IEC 27001 accreditation date: 23/10/2017
• What the ISO/IEC 27001 doesn’t cover: Every procedure within the mail centre has been audited and accredited with 27001 any processes outside mail/documents are not included.
• ISO 28000:2007 certification: No
• CSA STAR certification: No
• PCI certification: No
• Cyber essentials: Yes
• Cyber essentials plus: No
• Other security certifications: Yes
• Any other security certifications: Mail centre is - ISO 9001:2015

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: The policy is maintained by the mail centre as below as they are the data processor;; ; The objective of Information Security is to ensure business continuity and minimise business damage by preventing and minimising the impact of security incidents. In particular, information assets must be protected in order to ensure:; 1. Confidentiality i.e. protection against unauthorised disclosure; 2. Integrity i.e. protection against unauthorised or accidental modification; 3. Availability as and when required in pursuance of the Organisation’s business objectives.; To ensure that this objective is met the Organisation has implemented an Information Security Management System within which it has set a number of S.M.A.R.T. objectives which can be used to demonstrate Continual Improvement of this System.

Operational security

• Configuration and change management standard: Supplier-defined controls
• Configuration and change management approach: Configuration management and change management plan included below processes ; ; • Identify ; • Change control process – How will changes be reported, ; • Process tracking log ; • Accountability ; • Library; • Release ; • Audits ; ; At each stage each component is assessed and reviewed to ensure compliance and security if changes are made these are individually assessed to ensure no breach of security.
• Vulnerability management type: Supplier-defined controls
• Vulnerability management approach: To confirm
• Protective monitoring type: Supplier-defined controls
• Protective monitoring approach: Back to
• Incident management type: Supplier-defined controls
• Incident management approach: Back to

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 v3.0)

Public sector networks

• Connection to public sector networks: No

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 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

  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; ; 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

  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: £0.45 to £0.53 a unit
• Discount for educational organisations: Yes
• Free trial available: Yes
• Description of free trial: Fully functional version client would just pay for any usage which they are not restricted too, normally 30 days but longer if required.

Service documents

• Pricing document

  PDF

• Skills Framework for the Information Age rate card

  PDF

• Service definition document

  PDF

• Terms and conditions

  PDF

• Modern Slavery statement

  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 chris.rowlands@docuflow.co.uk. Tell them what format you need. It will help if you say what assistive technology you use.