INSIGHT DIRECT (UK) LTD

Microsoft Teams & SharePoint - Enterprise Content Management, Content Sharing & Collaboration Apps

Manage and share enterprise content effectively. Collaborate effectively with efficient document control and offer knowledge access. Implement Microsoft Teams and SharePoint for secure content management, streamlined sharing, and integrated collaboration to boost productivity and organizational alignment.

Features

• Centralized Document Storage –Securely store and organize enterprise content.
• Version Control –Track changes and maintain document history automatically.
• Real-Time Co-Authoring –Collaborate on files simultaneously across Teams and SharePoint.
• Advanced Permissions –Role-based access for secure content sharing.
• Integrated Workflows –Automate approvals and processes with Power Automate.
• Metadata Management –Classify and tag content for easy retrieval.
• Search and Discovery –Quickly find documents, sites, and conversations.
• Compliance and Governance –Built-in retention policies and audit capabilities.
• Cross-Platform Access –Work seamlessly on desktop, web, and mobile.
• Integration with Microsoft 365 –Connect apps for unified collaboration experience.

Benefits

• Improved Productivity –Streamlines content sharing and collaboration across teams.
• Centralized Access –One platform for documents, conversations, and workflows.
• Enhanced Security –Enterprise-grade protection for sensitive business content.
• Better Compliance –Built-in governance and retention policies ensure regulatory adherence.
• Real-Time Collaboration –Co-author documents and communicate instantly in Teams.
• Reduced Redundancy –Eliminates duplicate files with version control and metadata.
• Scalable Solution –Supports organizations of all sizes and complexities.
• Integrated Ecosystem –Works seamlessly with Microsoft 365 apps and tools.
• Faster Decision-Making –Quick access to documents and team discussions.
• Remote Accessibility –Enables secure collaboration from any device, anywhere.

• 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 pstenderteam@insight.com. Tell them what format you need. It will help if you say what assistive technology you use.

Framework

G-Cloud 15

Service ID

259050601115226

Contact

Public Sector Tender Team
0344 846 3333
pstenderteam@insight.com

About your service

• Service categories:

  Applications

  Content workflow and management

  Content services

  • Enterprise Content Management Applications
  • Content Sharing and Collaboration Applications
• Multi cloud support: No

Service scope

• Software add-on or extension: No
• Cloud deployment model: Public cloud
• Service constraints: NA
• System requirements: NA

User support

• Email or online ticketing support: Yes
• Support response times: We aim to respond to support inquiries within four hours during weekdays. On weekends, response times may extend to 24 hours due to reduced staffing. We prioritise urgent issues to ensure they are addressed promptly.
• User can manage status and priority of support tickets: Yes
• Online ticketing support accessibility: WCAG 2.2 AA
• Phone support: Yes
• Phone support availability: 24 hours, 7 days a week
• Web chat support: Yes
• Web chat support availability: 24 hours, 7 days a week
• Web chat support accessibility standard: WCAG 2.2 AA
• Web chat accessibility testing: Our web chat support is designed with accessibility in mind, allowing users to interact seamlessly while ensuring inclusivity for all. Users can engage in real-time conversations, access AI-driven self-service options, and receive immediate responses to their inquiries. The chat interface is compatible with assistive technologies, enabling users with disabilities to navigate easily. ; ; However, users cannot initiate voice commands directly within the web chat, as the system is primarily text-based. While our platform supports keyboard navigation and provides text alternatives for visual content, voice interaction is not currently available. We also ensure that the chat does not include any time limits, allowing users to respond at their own pace. Overall, our web chat is crafted to empower users while maintaining a clear understanding of its functionalities and limitations.
• Onsite support: No
• Support levels: We offer three support levels for our software platform: Basic, Standard, and Premium. ; ; Basic support provides email assistance during business hours at no additional cost. Standard support includes 24/7 email and phone support for a monthly fee of £200. Premium support offers all Standard services plus a dedicated Technical Account Manager for £500 per month. ; ; Our Technical Account Manager will work closely with the client to ensure optimal usage of the platform and provide proactive support, while our Cloud Support Engineers are available round-the-clock to resolve technical issues.
• Support available to third parties: Yes
• AI chatbot: Yes

Onboarding and offboarding

• Getting started: We provide a comprehensive onboarding process to help users get started with our service effectively. Our onboarding includes a combination of onsite training, online training sessions, and extensive user documentation. Users can choose to participate in live, interactive online training, which allows them to engage directly with our experts and ask questions in real time. For those who prefer self-paced learning, we offer a wealth of user documentation, including step-by-step guides and video tutorials, accessible via our platform. This ensures that users can find the information they need at their convenience. Additionally, we provide ongoing support through our helpdesk, where users can seek assistance during their initial setup and beyond. This multi-faceted approach ensures that users feel confident and equipped to leverage our software platform effectively from day one.
• Service documentation: Yes
• Documentation formats:
  • HTML
  • ODF
  • PDF
  • Other
• Other documentation formats:
  • PDF
  • DOCX
  • HTML
  • TXT
  • CSV
  • XLSX
  • PPTX
  • Markdown
  • JSON
  • XML
• End-of-contract data extraction: At the end of the contract, users can extract their data through a straightforward process designed to ensure seamless data portability. Our platform provides a dedicated data export functionality that allows users to download their information in commonly used formats, including CSV and JSON. This ensures compatibility with a wide range of applications and systems. Users can initiate the extraction process via the user interface, where they can select the data they wish to export. Additionally, we offer comprehensive documentation and support to guide users through the extraction process, ensuring they can retrieve their data efficiently and securely. This approach aligns with best practices for data management and compliance, allowing users to maintain control over their information even after the contract concludes.
• End-of-contract process: At the end of the contract, the process includes the following steps, which are part of the standard service offering: users will receive confirmation of contract termination, followed by instructions for data extraction. This process does not incur additional costs. Users will have access to our data export functionality, which allows them to download their data in commonly used formats such as CSV and JSON, ensuring they can easily transfer their information to other systems. ; ; However, if users require assistance with data migration or wish to access specific advanced features during the offboarding process, these may be subject to additional charges. Comprehensive documentation will be provided to guide users through the standard end-of-contract process, ensuring clarity and support throughout. Our aim is to facilitate a smooth transition while maintaining data integrity and compliance.
• Documentation accessibility standard: WCAG 2.2 AA

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: Yes
• Differences between the mobile and desktop service: The mobile service is optimised for touch interfaces, providing a simplified navigation experience compared to the desktop version. While the core functionalities remain consistent across both platforms, the mobile interface features larger buttons and streamlined content for easier access on smaller screens. Additionally, certain advanced features may be simplified or presented differently to enhance usability on mobile devices. The mobile version also benefits from push notifications and location-based services, enhancing user engagement and real-time accessibility. Overall, the mobile experience prioritises quick access and efficiency tailored to on-the-go users.
• Service interface: Yes
• User support accessibility: WCAG 2.2 AA
• Description of service interface: The service interface is designed to be intuitive and user-friendly, featuring a cloud-native architecture that ensures seamless access across various devices. It includes a modern, mobile-responsive user interface that adapts to different screen sizes while maintaining core functionalities. The interface supports role-based access control, allowing users to interact with the service according to their permissions. Additionally, we offer RESTful APIs for integration, ensuring that users can automate processes and extend functionality as needed. Regular user feedback, including from those using assistive technologies, informs ongoing enhancements to the interface, prioritising accessibility and usability.
• Accessibility standards: WCAG 2.2 AA
• Accessibility testing: We have conducted extensive interface testing with users of assistive technology to ensure our service is inclusive and accessible. This testing included collaboration with users who rely on screen readers, voice recognition software, and alternative input devices. Feedback from these users was instrumental in refining our user interface, ensuring compatibility with various assistive tools. We implemented features such as keyboard navigability, text-to-speech support, and clear semantic structure to enhance usability. Additionally, we regularly engage with accessibility experts to align our platform with the latest accessibility standards and guidelines, such as WCAG 2.1. This commitment to accessibility not only meets regulatory requirements but also ensures that our service is usable for all individuals, fostering an inclusive environment.
• API: Yes
• What users can and can't do using the API: Users can set up the service through our API by obtaining an API key and using the provided endpoints to create and configure their accounts. They can modify settings, retrieve data, and manage user roles via specific API calls designed for these functions. However, there are limitations in terms of the types of changes users can make; certain critical configurations, such as security settings and feature toggles, can only be performed through the admin interface for security reasons. Additionally, while the API allows for extensive interaction with the service, batch processing of data is restricted to ensure system performance and stability.
• API documentation: Yes
• API documentation formats: Open API (also known as Swagger)
• API sandbox or test environment: Yes
• Customisation available: Yes
• Description of customisation: Users can customise our service in several ways. They can tailor the user interface by selecting themes, adjusting layout preferences, and personalising dashboards to display relevant data and metrics. Additionally, users can create and modify workflows to align with their business processes, enabling automation of repetitive tasks. Custom fields can also be added to capture specific data points required for their operations. ; ; Customisation can be performed through our intuitive admin panel, which provides user-friendly tools for adjustments without requiring extensive technical knowledge. Users with administrative privileges can access these features to set personalised configurations for their teams.; ; In summary, users can customise the service by modifying interface elements, workflows, and data fields, primarily through the admin panel by those with the appropriate access rights.

Scaling

• Independence of resources: We guarantee user independence by implementing a robust multi-tenant architecture that allocates dedicated resources for each user. Our platform employs dynamic resource scaling, ensuring that additional demand from one user does not impact the performance or availability for others. We monitor usage in real-time and automatically adjust resources to maintain optimal performance levels. Furthermore, our service level agreements (SLAs) commit to uptime and performance metrics, providing assurance that all users experience consistent, high-quality service regardless of demand fluctuations.

Analytics

• Service usage metrics: Yes
• Metrics types: We provide comprehensive service metrics through real-time dashboards, regular reports, and custom reports on request. Our analytics capabilities allow users to track key performance indicators, resource utilisation, and engagement metrics, ensuring that stakeholders have access to actionable insights. Additionally, our solution integrates seamlessly with existing systems via RESTful APIs, enabling clients to access and analyse data efficiently. This ensures transparency and facilitates informed decision-making, thereby enhancing overall service delivery. Our commitment to delivering high-quality metrics aligns with best practices in the industry and supports continuous improvement in service performance.
• Reporting types:
  • API access
  • Real-time dashboards
  • Regular reports
  • Reports on request
• Resource tagging: Yes
• FOCUS resource tagging: Yes

Resellers

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

Staff security

• Staff security clearance: Conforms to BS7858:2019
• 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: Complies with a recognised standard (for example CSA CCM version 4.0)
• Penetration testing frequency: At least once a year
• Penetration testing approach: ‘IT Health Check’ performed by a CHECK service provider
• Protecting data at rest: Encryption of all physical media
• Data sanitisation process: Yes
• Equipment disposal approach: A third-party destruction service
• Data sanitisation type:
  • Deleted data can’t be directly accessed / Cryptographic Erasure
  • Data Erasure
  • Explicit overwriting of storage before reallocation / Secure Erase

Data importing and exporting

• Data export approach: Users can export their data through a user-friendly interface that allows selection of formats, with options including CSV and JSON. The process involves navigating to the export section, selecting the desired format, and confirming the export. Additionally, users can automate exports via RESTful APIs for seamless integration with other systems. The platform ensures that exported data maintains integrity and adheres to security standards.
• Data export formats:
  • CSV
  • ODF
  • Other
• Other data export formats:
  • CSV
  • JSON
  • XML
  • XLSX
  • TXT
  • TSV
  • HTML
  • Parquet
  • Avro
  • YML
• Data import formats:
  • CSV
  • ODF
  • Other
• Other data import formats:
  • CSV
  • JSON
  • XML
  • XLSX
  • TXT
  • TSV
  • HTML
  • Parquet
  • Avro
  • YML

Data-in-transit protection

• Data protection between buyer and supplier networks: Private network or public sector network
• Data protection within supplier network:
  • TLS (version 1.2 or above)
  • Other
• Other protection within supplier network: We implement multiple layers of protection between the buyer's network and ours. This includes secure VPN connections to encrypt data in transit, ensuring confidentiality and integrity. Additionally, we utilize advanced firewalls to filter traffic, and intrusion detection systems to monitor for any suspicious activity. Regular security assessments and penetration testing are conducted to identify vulnerabilities. Our data transfer protocols are compliant with industry standards, ensuring adherence to best practices for data security. These measures collectively ensure that data remains protected as it traverses networks, safeguarding against unauthorized access and breaches.

Availability and resilience

• Guaranteed availability: We guarantee an availability of 99.9% for our software platform, as stipulated in our service level agreement (SLA). In the event that we do not meet this guaranteed level of availability, users are entitled to a service credit equivalent to 10% of the monthly fee for each hour of downtime, up to a maximum of 50% of the monthly fee. Our monitoring systems are in place to ensure that any incidents that affect availability are promptly addressed, and we provide detailed reports to our clients regarding service performance. Our commitment to availability is underpinned by robust infrastructure and proactive maintenance processes to minimise potential disruptions.
• Approach to resilience: Our service is designed with resilience as a fundamental principle. We utilise a multi-tiered data centre setup that incorporates both active-active and active-passive configurations to ensure high availability and reliability. Our primary data centres are geographically diverse, located in separate regions to mitigate risks from localized failures. Each data centre is equipped with redundant power supplies, network connections, and cooling systems to maintain continuous operation. ; ; In addition, we leverage automated failover mechanisms that enable swift transitions to backup systems in the event of an outage, thus minimising downtime. Regular disaster recovery drills are conducted to validate our processes and ensure that we can recover quickly from unexpected incidents. ; ; We continuously monitor system performance and health, allowing us to proactively address potential issues before they impact service delivery. While detailed specifications of our data centre architecture are available upon request, our commitment to resilience ensures that clients can depend on our service for their operational needs.
• Outage reporting: Our service reports outages through multiple channels to ensure transparency and timely communication. We maintain a public dashboard that provides real-time status updates, including current uptime metrics and any ongoing issues. Additionally, we offer an API that allows clients to programmatically access outage information, enabling them to integrate this data into their own monitoring systems. For immediate notifications, we send email alerts to designated contacts whenever an outage occurs or is resolved. This multi-faceted approach ensures that our clients are always informed and can take necessary actions during any service interruptions.

Identity and authentication

• User authentication needed: Yes
• User authentication:
  • Multi-Factor Authentication (MFA)
  • Other
• Other user authentication: We authenticate users accessing the service through a multi-layered approach. Initially, users provide unique credentials, including a username and password, which are then validated against our secure database. We implement two-factor authentication (2FA) to enhance security, requiring users to confirm their identity via a secondary method, such as a code sent to their mobile device. Additionally, we utilise role-based access control to ensure users only access data pertinent to their roles, further safeguarding sensitive information. Our authentication mechanisms comply with industry best practices to maintain high security standards.
• Access restrictions in management interfaces and support channels: Access to management interfaces and support channels is restricted through a combination of role-based access control and Multi-Factor Authentication (MFA). Only authorized personnel are granted access based on their roles, ensuring a least-privilege principle is upheld. Each access attempt requires unique credentials followed by an additional verification step, such as a code sent to a registered device. Furthermore, all access activities are logged for audit purposes, allowing for ongoing monitoring and detection of any unauthorized access attempts. This robust approach aligns with industry best practices for security and compliance.
• Access restriction testing frequency: At least every 6 months
• Management access authentication:
  • Multi-Factor Authentication (MFA)
  • Other
• Description of management access authentication: We authenticate management access to our service using a combination of role-based access control and Multi-Factor Authentication (MFA). Management personnel are required to log in with unique credentials, followed by an additional verification step, such as a time-sensitive code sent to a registered device. This ensures that only authorized individuals can access management features. Furthermore, all access attempts are logged and monitored for unusual activity, enhancing our security posture. Our approach complies with industry standards and best practices to protect sensitive information and maintain system integrity.

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: At least 12 months
• Access to supplier activity audit information: Users have access to real-time audit information
• How long supplier audit data is stored for: At least 12 months
• How long system logs are stored for: At least 12 months

Security governance

• Named board-level person responsible for service security: Yes
• Security governance certified: Yes
• Security governance standards:
  • ISO/IEC 27001
  • Other
• Other security governance standards: ISO/IEC 27001, NIST Cybersecurity Framework, GDPR, PCI DSS, and ISO 9001.
• Information security policies and processes: We adhere to a comprehensive set of information security policies and processes designed to protect sensitive data and maintain compliance with relevant regulations. Our policies are aligned with the ISO 27001 standard, ensuring a robust information security management system (ISMS) is in place. We conduct regular risk assessments to identify potential vulnerabilities and implement controls accordingly.; ; Our reporting structure involves a Chief Information Security Officer (CISO) who oversees the information security program and reports directly to the executive management team. This ensures accountability and alignment with our organisational objectives. We also have a dedicated security team responsible for monitoring adherence to policies, conducting audits, and managing incident response.; ; To ensure policies are followed, we provide mandatory security training for all employees, promoting a culture of security awareness. Additionally, we utilize automated compliance tools to monitor policy adherence in real-time and generate reports for management review. Regular reviews and updates of our policies ensure they remain effective and relevant in the face of evolving threats. This comprehensive approach guarantees that our information security measures are consistently implemented and maintained across the organisation.
• Software Security Code of Practice: Yes

Operational security

• Configuration and change management standard: Complies with a recognised standard, for example CSA CCM v4.0 or SSAE-18 / ISAE 3402
• Configuration and change management approach: Our configuration and change management processes involve meticulous tracking of all service components throughout their lifecycle. Each component is recorded in a configuration management database (CMDB), which maintains version control and history of changes. Before any modification, we assess changes for potential security impact through a structured risk assessment process involving relevant stakeholders. This evaluates the implications of the change on the overall security posture. Post-implementation, we conduct a review to verify that changes are functioning as intended and document any lessons learned for future enhancements.
• Vulnerability management type: Complies with a recognised standard, for example CSA CCM v4.0 or SSAE-18 / ISAE 3402
• Vulnerability management approach: Our vulnerability management process involves continuous assessment of potential threats through threat intelligence feeds and industry reports. We prioritise vulnerabilities based on their severity and potential impact on our services. Patches are deployed within 24 hours of confirmation of a vulnerability, ensuring minimal disruption. We source information about potential threats from established cybersecurity networks, vendor advisories, and government alerts, allowing us to stay proactive in safeguarding our systems. This systematic approach ensures our software platform remains secure and resilient against emerging threats.
• Protective monitoring type: Complies with a recognised standard, for example CSA CCM v4.0 or SSAE-18 / ISAE 3402
• Protective monitoring approach: Our protective monitoring processes involve continuous monitoring of system logs and user activities to identify anomalies that may indicate potential compromises. We employ advanced threat detection systems that analyse patterns and behaviours in real-time. Upon detection of a potential compromise, our incident response team initiates an investigation within 15 minutes, assessing the impact and scope of the incident. We follow established protocols to contain and remediate the issue promptly, ensuring all stakeholders are informed. Post-incident, we conduct a thorough analysis to enhance our monitoring systems and prevent future occurrences, maintaining rigorous security standards throughout.
• 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: Our incident management processes include predefined procedures for common events, ensuring efficient response and resolution. Users can report incidents through a dedicated support portal or via email, facilitating prompt attention. We provide incident reports detailing the nature of the incident, the response actions taken, and any lessons learned to prevent recurrence. These reports are shared with stakeholders and stored for compliance and review. Our approach prioritises transparency and continuous improvement, aiming to enhance overall security and user confidence in our services.
• Post-quantum cryptography secure: Yes

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: Yes
• Connected networks: Public Services Network (PSN)

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: 0%
• Between £500,001 and £1,000,000: 0%
• Between £1,000,001 and £2,500,000: 0%
• Between £2,500,001 and £5,000,000: 0%
• Over £5,000,001: 0%

Non-mandatory Standards and certifications

• ISO/IEC 27001 certification: Yes
• Who accredited the ISO/IEC 27001: Atlas
• ISO/IEC 27001 accreditation date: Sunday 13 April 2025
• What the ISO/IEC 27001 doesn’t cover: N/A
• ISO 28000:2022 certification: No
• ISO 9001 certification: Yes
• Who accredited the ISO 9001 certification: Atlas
• ISO 9001 accreditation date: Tuesday 1 April 2025
• What the ISO 9001 doesn’t cover: N/A
• Quality management systems (QMS): Yes
• CSA STAR certification: No
• PCI certification: No
• Cyber essentials: Yes
• Please provide your Cyber Essentials Certificate Number: Be7ce590-de10-486e-8431-2e10891a8979
• Cyber essentials plus: Yes
• Please provide your Cyber Essentials Plus Certificate Number: Cd8b1a78-44c7-4bb0-84d6-59a7506f3bba
• 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

    • 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
    • Ensuring new workers are informed of their right to join a trade union
    • 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
    • Offer a pay and leave entitlement to all eligible staff who become kinship carers, ideally equivalent to statutory adoption pay and leave
    • 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
    • Plans for an appropriate income replacement policy for staff who are required to spend time away from work to care for a sick dependent or close relative

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