QUADIENT UK LIMITED

Data Capture, Filestore & Back-Scanning

Filestore EDM electronic document management and data capture systems enable businesses to manage document-based information securely and more productively from any source, removing the need for costly paper document storage and time-consuming document filing and retrieval tasks. Services to scan physical and capture electronic data into platform also exist.

Features

• Web-based document management system with a simple intuitive interface
• Easy integration with a wide range of applications
• Document process automation from any source
• Find any information within seconds from a common search interface
• Fast track your business and legislation compliance projects
• Full redaction capability for keywords and phrases
• Data Capture from paper, email, mobile and web
• Outourced paper back scanning for ingestion into Filestore
• Access restrictions locked down to folder and document level
• Document agnostic

Benefits

• One system for all of your business documents
• Reduced training and software cost
• Reduced support costs
• Fast and low-cost system rollout
• Only one simple user interface for everyone
• Access any information, anytime, anywhere
• Can be used as a transient system for document transfer
• Assists with Data Subject Access Requests
• Access documents from any device
• Data extraction from any source

£499 an instance a month

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 bids.uk@quadient.com. Tell them what format you need. It will help if you say what assistive technology you use.

Framework

G-Cloud 14

Service ID

358077523152425

Contact

Adam Smith
07725 826750
bids.uk@quadient.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: Digital Mailroom automation; Core business systems e.g. ERP, Finance, HR, CRM
• Cloud deployment model: Private cloud
• Service constraints: Planning maintenance arrangements
• System requirements:
  • Chrome
  • Firefox
  • Internet Explorer
  • Microsoft Edge

User support

• Email or online ticketing support: Email or online ticketing
• Support response times: Standard service includes within 2 hours during normal business hours.; Extended support options are available for out of 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: No
• Onsite support: Yes, at extra cost
• Support levels: Standard support level:; High severity - Target Resolution time 4 hours; Medium severity - Target Resolution time within 8 hours; Low severity - Target Resolution time within 16 working hours; Other support levels are custom contracts.; Support provides access to the technical support team. Depending on support cases an individual technical account manager may be assigned.
• Support available to third parties: Yes

Onboarding and offboarding

• Getting started: Training is provided via onsite training or user documentation. Most typically a 'train the trainer' approach is used
• Service documentation: Yes
• Documentation formats: PDF
• End-of-contract data extraction: All data is held in common database formats and documents in their native formats. At the end of a contract these can be provided back to the customer. Typically an exit arrangement is pre-agreed to define the format and transfer method.
• End-of-contract process: Data export and document extract is included in native formats according to how they are held. Bespoke formatting or providing assistance in understanding data structures may be additional on a day rate basis

Using the service

• Web browser interface: Yes
• Supported browsers:
  • Internet Explorer 11
  • Microsoft Edge
  • Firefox
  • Chrome
• Application to install: No
• Designed for use on mobile devices: No
• Service interface: No
• User support accessibility: None or don’t know
• API: Yes
• What users can and can't do using the API: Web Service API is available for easy integration with other applications and systems.; Not all features are available through the web services API
• API documentation: Yes
• API documentation formats: PDF
• API sandbox or test environment: Yes
• Customisation available: Yes
• Description of customisation: Customisation is conducted via our technical services team. Customisation can include branding, implementing custom business logic, configuration and third party system integration.

Scaling

• Independence of resources: The system is mono-tenanted so scaled according to usage. Dedicated system resources are allocated for each customer

Analytics

• Service usage metrics: Yes
• Metrics types: Number of active users; User activity; Volume of documents; Volume of storage
• Reporting types:
  • Real-time dashboards
  • Regular reports
  • Reports on request

Resellers

• Supplier type: Not a reseller

Staff security

• Staff security clearance: Other security clearance
• Government security clearance: Up to 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: Managed by a third party
• Penetration testing frequency: At least once a year
• Penetration testing approach: ‘IT Health Check’ performed by a CHECK service provider
• Protecting data at rest: Physical access control, complying with another standard
• 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: On a day to day basis authorised users can download data and documents from the application directly
• Data export formats:
  • CSV
  • Other
• Other data export formats:
  • ZIP
  • RTF
  • XLSX
• Data import formats:
  • CSV
  • Other
• Other data import formats:
  • JSON
  • XML

Data-in-transit protection

• Data protection between buyer and supplier networks:
  • Private network or public sector network
  • TLS (version 1.2 or above)
  • IPsec or TLS VPN gateway
• 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: 99% uptime with 1% credit below this
• Approach to resilience: Available on request
• Outage reporting: Email Alerts

Identity and authentication

• User authentication needed: Yes
• User authentication:
  • Limited access network (for example PSN)
  • Dedicated link (for example VPN)
  • Username or password
• Access restrictions in management interfaces and support channels: Management interfaces are accessible via privileges which are maintained by the end customer.; Support channels are accessible by a controlled list pre-approved users.
• Access restriction testing frequency: At least once a year
• Management access authentication:
  • Limited access network (for example PSN)
  • 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

Standards and certifications

• ISO/IEC 27001 certification: Yes
• Who accredited the ISO/IEC 27001: QMS
• ISO/IEC 27001 accreditation date: 25/08/2010
• What the ISO/IEC 27001 doesn’t cover: Datacentres are third party and covered by separate ISO27001 certification process.
• ISO 28000:2007 certification: No
• CSA STAR certification: No
• PCI certification: No
• Cyber essentials: Yes
• Cyber essentials plus: Yes
• Other security certifications: No

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: ISO27001 certification; An Information Management Forum exists that establishes responsibilities and lines of internal communication within the Information Security Management System

Operational security

• Configuration and change management standard: Supplier-defined controls
• Configuration and change management approach: Change Control is managed by the Change Procedure which covers:; ; Changes to firewalls excluding opening IP addresses for customers; Installing any software or application update on a live server; Making modifications to the configuration of a server
• Vulnerability management type: Supplier-defined controls
• Vulnerability management approach: Vulnerability Management Policy as defined by ISO27001
• Protective monitoring type: Supplier-defined controls
• Protective monitoring approach: Protective Monitoring Policy as defined by ISO27001
• Incident management type: Supplier-defined controls
• Incident management approach: Incident Management Policy as defined by ISO27001

Secure development

• Approach to secure software development best practice: Conforms to a recognised standard, but self-assessed

Public sector networks

• Connection to public sector networks: Yes
• Connected networks: Public Services Network (PSN)

Social Value

• Social Value:

  Social Value

  • Fighting climate change
  • Covid-19 recovery

  Fighting climate change

  Quadient reached the EcoVadis Platinum status and is in the top 1% of companies in its industry category. The recognition of Quadient’s performance is the result of the company’s best-in-class policies and practices, notably in the fields of climate change, circular economy, employees health & safety, flexible work conditions (e.g., remote work, flextime), protections for gender diversity and the implementation of an ethics reporting line.; Every year Quadient measures its carbon footprint according to the GHG protocol methodology, with the results being published in our registration document. These results take into account all the emissions linked to the energy consumption on our sites, business trips of our employees, and downstream and upstream goods that are transported. Emissions linked to the energy consumption of our products when used by our customers are also considered.; Quadient has accelerated its efforts in the past year to define a low-carbon strategy with set targets and initiatives. To this end, the company announced its commitment in 2021 to the 2015 Paris Agreement, aimed at contributing to limiting average global warming.

  Covid-19 recovery

  A Pandemic Crisis Team has been created within Quadient UK Ltd. We have a comprehensive business continuity plan with a broad approach to continuity of supply of products and services which when implemented meant the pandemic had little major impact.; Quadient UK Ltd is committed to providing the best possible service to its customers whilst maintaining the health and wellbeing of our customers and employees alike.; The majority of finished goods, spare parts and consumables supplied by Quadient UK Ltd are sourced from Quadient companies around the world. Therefore, a consistent process can be relied upon, and one which is fairly applied to all regions.; The Corporate Business Continuity team and the UK Pandemic Crisis Team have closely followed the guidance issued by the WHO, UK Government and the NHS. Information about the virus, its symptoms and how it is transmitted have been communicated to all employees.; Following the declaration of pandemic the existing rules for the safety of people have been strengthened.; - All employees who can, are asked to work from home; - Any employee who feels unwell is not permitted to visit clients or suppliers; - Client visits are not permitted until a check has been made that there are no known or suspected cases of infection in the vicinity; - Remote contact is made with customers wherever possible; - If physical attendance is necessary, e.g. for a service repair function, safe behaviour is followed regarding hand washing, physical contact and maintaining social distance.; Much of the work done in Quadient’s UK premises is cloud‐based and can be effectively carried out remotely.

Pricing

• Price: £499 an instance a month
• Discount for educational organisations: No
• 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 bids.uk@quadient.com. Tell them what format you need. It will help if you say what assistive technology you use.