Anexsys Ltd

eDisclosure (eDiscovery) Cloud Software Project Management, Consultancy and Support

We offer end-to-end migration from Everlaw, CS Disco, Nuix Discover, Reveal, and others to industry-leading Relativity or Sightline. By migrating your existing Relativity databases to us, you can also benefit from our many proprietary enhancements. We audit datasets and functionality to maintain defensibility and provide full training and documentation.

Features

• Service underpinned by 100% UK-based security-cleared consultants and developers
• Highly experienced team, gained supporting numerous government departments and firms
• Deep expertise of civil and criminal matters, and inquiries
• Multiple Relativity Masters certified professionals on-staff
• Support delivered on/off site to best meet your needs
• Access to bespoke and proprietary tools and software
• Forensic collections undertaken to criminal standards
• Access to highly secure systems and storage, all monitored 24/7
• Service is tailored to meet your unique needs
• Smooth integration with other third-party platforms including Microsoft and Google

Benefits

• Rapidly-scalable teams to meet your changing requirements
• Infrastructure capable of supporting the largest of migrations
• Access to digital forensic experts (data collection to witness reporting)
• Access to bespoke solutions from our UK in-house software team
• Review efficiency savings of 20% from our proprietary platform enhancements
• Analytics features provided at no extra cost to optimise reviews
• Customisable AI-enhanced solutions that navigate complex investigations while increasing efficiency
• Customer self-sufficiency achieved through Anexsys training plans
• Highest degree of customisation and greatest control of data locations.
• Expert project management and technical support on demand

£115 a unit an hour

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

Framework

G-Cloud 14

Service ID

339813373962414

Contact

Rob Crowley
020 3217 0300
tenders@anexsys.com

Planning

• Planning service: Yes
• How the planning service works: Our Team is well-versed in supporting government and law firm customers with the seamless migration of eDiscovery/eDisclosure platforms to the cloud. We have successfully handled migrations from platforms including Clearwell, Concordance, EDT, Nuix Discover, CSDisco and Reveal. The main areas of consideration for the migration are: ; ; ACTIVE AND DORMANT WORKSPACES: To prioritise resources, we classify workspaces as urgent (needing out-of-hours support to ensure no working-hour interruption or downtime), active (still a priority, but can have scheduled downtime during the working day), and dormant (can be moved at any time). ; ; NUIX CASES, SOURCE AND EXPORT DATA: We offer options including transfer by encrypted hard drive and dedicated space on our sFTP. We request a catalogue of the Nuix cases (case name, size, document count, and Nuix version) and their source and export data. This acts as a transfer checklist and ensures appropriate space and resources are available. ; ; TAKING SAFE CUSTODY OF PHYSICAL ITEMS AND EXHIBITS: We ask for a catalogue of evidence held, including device type, size, and serial numbers. At an agreed-upon time, we or vetted couriers collect physical exhibits and transfer them to our secure evidence storage under Chain of Custody using our electronic evidence tracker.
• Planning service works with specific services: Yes
• Hosting or software services the planning service works with:
  • RelativityOne
  • Relativity
  • Brainspace
  • Sightline
  • Nuix Investigate

Training

• Training service provided: Yes
• How the training service works: We provide full training to ensure appropriate use of the platform, all conducted within the first month, from initial use to comprehensive training on all aspects of the platform. Our CPD-accredited trainers deliver workshop-style training to new users, periodic refreshers (face-to-face or Zoom) and best practice ‘how to’ sessions. We run workshops with clients to demonstrate how to achieve the best value from our platforms and services. We provide an opportunity to review client adoption of the platform and make recommendations for improvement. Our documentation and user guides are hosted directly on the platform. In addition, platform providers also have a wide range of user guides, administrative manuals, and online videos accessible to all users without charge. This documentation, alongside our own, can be used with the training we deliver or as a refresher for those users who access the system sporadically. We also offer ‘train the trainer’ sessions to client administrators. These increase independence over time, enabling clients to administer the platform for themselves and onboard new users directly. We also train ICT teams, empowering them to diagnose and resolve many issues, supported by our flowcharts and checklists.
• Training is tied to specific services: Yes
• Services the training service works with:
  • RelativityOne
  • Relativity
  • Brainspace
  • Sightline
  • Nuix Investigate

Setup and migration

• Setup or migration service available: Yes
• How the setup or migration service works: We have vast experience in large-scale migrations, including over 200 live cases (over 12 TB) for a single law firm client. At the start of the migration, we assign a dedicated account manager to oversee the project, ensuring one point of contact for any queries. We provide daily structured email reports and weekly conference calls to ensure all parties' comprehensive understanding, meaning that feedback can be quickly collected and acted upon. Our plans will be sufficiently detailed to show the timeline for each client project being transferred, all agreed beforehand and distributed to case teams to give them oversight of any proposed downtime. This transparency allows them to raise any concerns quickly, allowing us to adjust the plan if necessary. We provide interim data exports for review for any matters where no downtime can be incurred, with decisions and changes overlaid once the migration is completed. This approach ensures that there is no pause in productivity.
• Setup or migration service is for specific cloud services: Yes
• List of supported services:
  • RelativityOne
  • Relativity
  • Brainspace
  • Sightline
  • Nuix Investigate

Quality assurance and performance testing

• Quality assurance and performance testing service: Yes
• How the quality assurance and performance testing works: We operate a Quality Management System that has gained BS EN ISO 9001:2015 certification. We constantly monitor our quality performance and implement improvements when appropriate. Our Quality Policy is also regularly reviewed to ensure its continuing suitability. We have integrated our ISO 9001 Business Management System with our Information Security Management System (ISMS) under ISO 27001:2013 to embed the benefits of continuous improvement throughout the business. We undertake extensive preparatory steps as part of our contract mobilisation process to identify risks at the outset and ensure we have a plan to control all risks to quality. We deploy templating and automation where possible, alongside the reassurance of having staff run and validate automated checks across datasets. This allows for a broader range of checks to be performed efficiently. Comprehensive reporting and thorough quality control processes ensure the accuracy of output. We log non-conformances using an internal platform. New entries trigger a process where the management team establishes how to prevent future mistakes by detailing specific, measurable, achievable, realistic and timely actions. As part of our continuous ISO 9001 requirements, we routinely check that any necessary corrections have been made and are continually actioned by our team.

Security testing

• Security services: No

Ongoing support

• Ongoing support service: Yes
• Types of service supported:
  • Hosting or software provided by your organisation
  • Hosting or software provided by a third-party organisation
• How the support service works: We offer industry-proven platforms for the efficient management of caseloads, which are used by some of the largest legal departments and law firms. We use standardised setups, project templates, and automation across QC and reporting to promote efficient and effective working practices. We partner with our clients to tailor features to their requirements. We only provide the necessary features and functions (using granular permissions), offering a more straightforward and cleaner interface supported by clear documentation. We have experience delivering tailored training for client teams, including non-technical teams, lawyers and expert witnesses. We adapt our workflows in collaboration with our clients in response to the scale and scope of individual matters. We use techniques, including early case assessment, keyword searches, filtering, conceptual searching, and clustering, to assist case teams in navigating complex cases with many thousands of documents. With access to a range of leading analytics solutions and our in-house tools, we offer a full suite of options. More advanced techniques can be deployed per case, including entity detection, sentiment analysis, and image classification.

Service scope

• Service constraints: The service does not have any constraints.

User support

• Email or online ticketing support: Yes, at extra cost
• Support response times: Our core support hours are Monday to Friday, 08:30 to 18:30. Users can log support requests using our ticketing facility 24/7. Outside of office hours, we will provide an initial response to support requests within three hours. We also offer enhanced support hours covering weekends and bank holidays by prior arrangement.
• 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: No
• Support levels: Our team will support your project from the first stages of scoping and data collection to the processing, review, and production stages. Our complete onboarding process ensures we understand your needs from the outset. You will have direct access to our security-cleared technical project managers. They all have extensive experience, and a large technical team supports them. Our support team can assist with more complex tasks such as creating layouts, search term reports, applying analytics functionality, and creating productions. We will seek your approval for any additional costs for completing complex tasks.

Resellers

• Supplier type: Reseller providing extra features and support
• Organisation whose services are being resold: RelativityOne, Relativity, Brainspace, Nuix Investigate, and our proprietary platform, Sightline.

Staff security

• Staff security clearance: Conforms to BS7858:2019
• Government security clearance: Up to Developed Vetting (DV)

Standards and certifications

• ISO/IEC 27001 certification: Yes
• Who accredited the ISO/IEC 27001: Schellman & Company, LLC
• ISO/IEC 27001 accreditation date: 06/01/2015
• What the ISO/IEC 27001 doesn’t cover: Our accreditation covers all of our services.
• 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:
  • HIPAA
  • FedRAMP
  • SSAE-16 SOC 1 and SOC 2
  • ISO 27018

Social Value

• Social Value:

  Social Value

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

  Fighting climate change

  We operate as a highly distributed company, with many employees working remotely. Our operating model minimises our need for physical office space and employees' commute requirements, minimising our corporate energy footprint. We incorporate environmental sustainability practices into our operations where feasible through, e.g., leasing office space in Energy Star labelled or LEED-certified properties and using Energy Star equipment where practicable. We encourage employees to use energy-saving practices, including turning lights off in unused spaces, turning computers off and printers to idle when not in use, providing recycling bins in common areas/break rooms, using energy-efficient light bulbs, and installing window shades to reduce heat. As part of our commitment to minimising the environmental impacts of our business, we recently formed an Employee Affinity Group focused on sustainability. Members of this group will work to identify and roll out sustainable business practices, promote sustainability, and engage with local communities to support sustainable practices. As part of our commitment to environmental sustainability, we have partnered with "Greener Litigation", an initiative to reduce the environmental impact of dispute resolution. We are actively promoting its Greener Litigation Pledge among our clients. This pledge commits clients to take proactive measures to minimise the environmental impact of their practices and reduce emissions. The pledge outlines four specific actions clients should undertake, all aligned to limit global warming to 1.5°C.

  Covid-19 recovery

  We recognise the need to continue to support our local communities in their COVID-19 recovery. We have retained our more flexible, remote delivery model for staff, including outsourced review, rather than returning to a centralised, office-based approach. Through COVID-19, we recognised that we can maintain service, quality and security while delivering in a manner adaptable to the needs of working families, the less able, and others who find it challenging to attend city-centre office locations full-time. As a result, we have provided more opportunities to a broader range of community members, including those who struggle to find suitable skilled employment through no fault. We are also committed to investing financial resources, offering staff time (including mentoring via the Social Mobility Foundation) and making charitable donations. Our staff committee agree on the charities we support annually, and examples of our charitable work in 2023 include participation in The London Legal Walk (which provides life-changing legal advice to those in need) and the Royal Parks Half Marathon (raising money for over 1,000 UK charities including the Royal Parks, British Heart Foundation, Cancer Research UK, GOSH, Mind, and Tommy's) and charitable donations to AgeUK, Mind and Homeless.org (selected due to their focus on community support and recovery from COVID-19). We have teamed up with several schools and sixth-form organisations to provide work experience placements and career talks, and we offer three work experience placements every school year. We have also signed the Save the Children pledge, calling on governments worldwide to fund a global vaccine programme fully. This allowed countries with more vaccines than they needed to share their surplus provision with other countries to ensure that global vaccine supply met demand.

  Tackling economic inequality

  We advertise all vacancies publicly using a wide range of fora and use double-masked shortlisting to prevent unconscious bias. Our offices are wheelchair accessible, and all requests for reasonable adjustments are accepted. Our platforms have accessibility features, including high-contrast displays, large fonts, screen readers and Braille display compatibility. We provide free training on eDisclosure via the Social Mobility Foundation, which we developed specifically to support the disadvantaged in skilled employment. We retain contact with course participants, providing advice and mentorship as they move towards their career goals. We use consultants EmployAbility to improve inclusivity and have created training to enhance understanding of disability in the workplace. We are an Armed Forces Covenant signatory. We encourage applications from ex-law enforcement and veterans (via the Career Transition Partnership and Forces Families Jobs Forum). We have adopted the Halo Code to ensure that our policies do not unintentionally prevent diversity and have signed BITC’s Race at Work charter. We also work with Aspiring Solicitors (part of the Diversity Access Scheme) to help diverse candidates secure training contracts with UK law firms. We work with Amber, a charity for young homeless and long-term unemployed people. We support them by providing counselling sessions, fundraising for bed space, and IT basics training sessions. We also help DABD support NEETs in London to achieve employment and social mobility by helping them with their events.

  Equal opportunity

  Our Client Advisory Board (CAB) includes representatives from 13 corporate and law firm customers who are part of their organisations' leadership teams and actively involved in D&I work. The CAB provides guidance, with all parties sharing ideas and advice for improvement. In 2021, we launched a programme to give our clients diversity metrics for the teams assigned to their matters. Our group has had a Diversity & Inclusion (D&I) programme since 2018. We are a group signatory of the CEO Action for Diversity & Inclusion, the most significant CEO-driven business pledge to advance these values within the workplace. We report and analyse the demographic metrics of our workforce annually. In 2020, our group launched a series of campaigns to encourage more employees to voluntarily self-identify their diverse characteristics, including race/ethnicity, gender, veteran status, age and disability status. Those efforts gathered more complete data on Priority Groups to improve our ability to analyse and set goals. Now that we have obtained more complete data, we can develop benchmarks for recruiting, hiring, promoting and overall workforce composition. We have established several different employee affinity groups to foster our inclusive culture and support a diverse workforce. We support dozens of VCSE organisations whose missions are to promote diversity, equality, and inclusion, as well as those that provide resources for underserved members of our communities. This support includes financial contributions and our employees' donations of time and talent. We also promote D&I in our profession through marketing campaigns and social media. One example is delivering lunches to the healthcare professionals who support our communities. Our group has supported LawWorks UK, London Legal Support Trust and AgeUK this year.

  Wellbeing

  Our Health & Wellness Affinity Group’s mission is to help our staff grow a strong foundation of health & wellness through best practices, provide appealing integrative programmes and direct the investment of business resources in ways that promote healthy, sustainable working practices. Examples of initiatives include virtual 5k events, meditation, our Employee Assistance Programme, on-demand wellness classes (provided by Wellbeats) and free, independent financial advice on tax, budgeting and pensions. We have introduced a series of stress management webinars to give our staff tools to support them in everyday life and achieve a better work-life balance. In addition, we also have monthly training sessions on business and wellbeing subjects, such as Health & Safety when working from home, Equality & Diversity and LGBTQ+ awareness. Staff are encouraged to attend the monthly session with their peers to stimulate participation. Our staff are also automatically enrolled on our healthcare provider, Unum, which offers many health-related benefits. Unum also provides a 24/7 support hotline, allowing our employees unlimited access to information, advice and emotional support throughout the year. There is an option for staff to upgrade to Vitality, which offers even more health benefits and is subsidised by the business.

Pricing

• Price: £115 a unit an hour
• Discount for educational organisations: 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 tenders@anexsys.com. Tell them what format you need. It will help if you say what assistive technology you use.