Microsoft 365 Electronic Document and Records management System (EDRMS) for Housing
Filer for Housing Associations delivers structured, scalable document and records management within Microsoft 365. It centralises tenant, property, HR, finance and legal information, enforcing consistent filing, retention and security. With deep integration into key line‑of‑business systems, it drives organisation-wide efficiency, compliance and streamlined operational workflows.
Features
- Intuitive filing interface guides users to tag records correctly.
- Built-in editor enables annotation, redaction, and editing.
- Universal OCR processes scans and PDFs for full-text searchability organisation-wide.
- Configurable document types, permissions, retention and disposition policies.
- AI Indexer classifies inbound documents, powering digital mailrooms operations.
- Mover module migrates network shares, legacy EDRMS, and unstructured SharePoint.
- Robust Flexible API and Power Automate connector.
- Archiver automatically shifts records to Azure Blob with self-service retrieval.
- Outlook add-in captures and classifies emails and attachments.
- Portal and CRM integrations deliver single-customer views and tenant self-service.
Benefits
- Reduces misfiling, speeds adoption, improves confidence across everyday recordkeeping tasks.
- Eliminates extra licenses, prevents duplicates, accelerates casework within one workspace.
- Makes archives searchable, speeding audits, FOI, SAR responses dramatically times.
- Ensures consistent security, retention, and compliance across all departments easily.
- Cuts triage time, reduces backlog, routes documents to right teams.
- Consolidates repositories, reduces risk, simplifies onboarding with transparent progress reporting.
- Eliminates rekeying, synchronises data, automates workflows across business systems reliably.
- Lowers storage costs dramatically, preserves access, avoids unnecessary IT tickets.
- Captures correspondence effortlessly, strengthens audit trails, improves case timeline visibility.
- Improves resolution times, empowers tenants online, reduces contact centre demand.
Pricing
- Education pricing available
- Free trial available
Service documents
Request an accessible format
Framework
G-Cloud 15
Service ID
3 6 1 8 1 9 8 0 8 4 7 5 8 9 8
Contact
MIZORIX LTD
Daniel Kong
Telephone: +441212954330
Email: dan.kong@mizorix.com
About your service
- Service categories
-
Applications
Content workflow and management
- Capture
- Document
Enterprise portals and digital workspaces
- Multi-Audience Portals
- Integrated Employee Workspaces
- Multi cloud support
- No
Service scope
- Software add-on or extension
- Yes
- What software services is the service an extension to
- SharePoint Online
- Cloud deployment model
- Public cloud
- Service constraints
-
There are no Service Constraints of note.
Full technical documentation, service boundaries, and operational detail are available on the Mizorix Knowledge Base: https://mizorix‑filer.zendesk.com - System requirements
-
- Requires Microsoft Azure tenant with active Microsoft 365 subscription deployed.
- Requires dedicated Azure Resource Group.
- Requires Azure App Service Plan.
- Requires optional App Service Plan.
- Requires Azure SQL Server database.
- Requires Azure Key Vault.
- Requires Azure Storage Account for queues, jobs, and archive data.
- Requires Application Insights for performance monitoring and diagnostic logging.
User support
- Email or online ticketing support
- Yes
- Support response times
-
We respond to incidents according to priority levels.
Priority one issues receive a one hour target response.
Priority two issues receive a two hour target response.
Priority three issues receive a four hour target response.
Priority four issues receive an eight hour target response.
Standard support hours are Monday to Friday, nine until five, excluding bank holidays.
Extended hours or full day support are available only where agreed. Response times at weekends depend on the support package in place. - 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
- No
- Onsite support
- Yes, at extra cost
- Support levels
-
Support levels
Support for Filer is included at no additional cost as part of the product licensing. Our team provides priority based response levels, ensuring critical issues receive rapid attention and routine enquiries are handled efficiently and transparently. This includes structured triage, clear communication and access to skilled technical specialists when needed.
Cost of support levels
All standard support services are provided free of charge within the Filer licence. There are no required add‑on fees or uplifted support tiers for core assistance with the exception of adding extended hour agreements. Where customers require enhanced hours or bespoke engagement, we align these collaboratively to their needs and environment.
Technical account manager or cloud support engineer
We work collaboratively with every customer and provide access to our certified technical team, ensuring knowledgeable guidance across Microsoft 365, Azure and Filer. A dedicated account contact is included, and we tailor our support approach to match each organisation’s structure, processes and preferred ways of working. - Support available to third parties
- Yes
Onboarding and offboarding
- Getting started
-
Mizorix provides a structured onboarding experience to help users begin working with Filer quickly and confidently. We provide tailored user guides, administrator guides and policy documentation for every implementation, ensuring each organisation receives clear, role specific instructions based on its design and governance needs.
We also produce training videos that demonstrate key user tasks in short, accessible formats, supporting users who prefer visual learning.
Our online knowledge base contains extensive documentation, including user guides, configuration instructions and setup articles for self service learning.
During onboarding we work closely with customer teams through workshops, demonstrations and question and answer sessions, and we share recorded demonstrations to aid early familiarisation.
For technical teams, we provide guided support using detailed installation guides, helping customers set up their environments correctly and confidently. Including the creation and maintenance of internal wikis to triage and resolve support tickets.
This combination of documentation, training materials, workshops and ongoing support ensures all users can adopt Filer effectively from day one. - Service documentation
- Yes
- Documentation formats
-
- HTML
- End-of-contract data extraction
-
Filer is built entirely on top of SharePoint Online, meaning all documents and records always remain stored within the customer’s own Microsoft 365 tenant. Customers retain full ownership and control of their data for the entire contract duration.
At contract end, there is no data handover required because Filer does not hold or store customer data outside the customer’s environment. Exit simply involves the removal of the Filer interface and associated functionality provided. All documents and metadata continue to exist in SharePoint Online exactly as before, under the customer’s sole control.
Customers can extract or export data using any native Microsoft 365 method, including SharePoint bulk download, migration tools, or API‑based retrieval, without reliance on Mizorix.
This ensures a fully secure, transparent and vendor‑independent exit process. - End-of-contract process
-
Filer runs entirely within the customer’s own Microsoft 365 and SharePoint Online environment, so all documents and data already belong to the customer and remain in place when the contract ends.
There are no mandatory exit fees, no data extraction requirements and no technical prerequisites.
Ending the contract simply means removing the Mizorix components from the customer’s tenant. Any additional activities such as data migration support or restructuring are optional and only carried out if requested and agreed by the customer. - Documentation accessibility standard
- WCAG 2.2 AA
Using the service
- Web browser interface
- Yes
- Supported browsers
-
- Microsoft Edge
- Firefox
- Chrome
- Safari
- Opera
- Other
- Application to install
- No
- Designed for use on mobile devices
- Yes
- Differences between the mobile and desktop service
-
The core Filer EDRMS features are designed for back office use, including document editing, redaction and annotation. These capabilities require larger tablet sized or desktop screens due to ergonomics and the complexity of the interface.
On mobile devices, Filer is optimised for quick viewing and document access through the native SharePoint mobile application, enabling staff to find and read documents on the move.
Mizorix also supports mobile focused Power App solutions, allowing users to capture images, forms or case information which can automatically generate documents, records or structured data sets in combination with Filer. - Service interface
- Yes
- User support accessibility
- WCAG 2.2 AA
- Description of service interface
-
Filer provides a rich service interface delivered through multiple applications, including the main SharePoint Framework application, the admin interface, and the external API used by internal and external systems. These interfaces are powered by the Filer API, which supports the SPFx React app, the triage app, the admin Blazor application and the Outlook add‑in.
Filer offers configurable case views, an HTML5 document viewer, search and refiners, and annotation and redaction tools as part of its interactive interface. - Accessibility standards
- WCAG 2.2 AA
- Accessibility testing
- Filer aligns its interface with Microsoft design standards and adheres to WCAG 2.2 AA accessibility requirements across its SharePoint‑based user interface, ensuring consistency and accessibility inheritance from Microsoft 365. This includes commitments to accessible UI configurations and conducting accessibility validation during delivery.
- API
- Yes
- What users can and can't do using the API
-
1. Fetch business data for context and governance: Retrieve demographics or identifiers from line‑of‑business sources for metadata and retention decisions.
2. Receive documents from any source for automated filing
Use routing endpoints to ingest documents from mailrooms, migrations, or Power Automate; Filer processes, applies metadata, and files correctly.
3. Update external systems with Filer events and status
Use audit and configuration endpoints to drive downstream updates such as finance validation and three‑way matching workflows.
How to set up via API: Authenticate using API key headers against the External API; Swagger is available per instance for endpoint discovery.
How to make changes via API
Key limitations: API scope is limited to published endpoints; tenant provisioning and most admin configuration occur via the Admin application, not the External API.
Access requires a valid API key and appropriate tenant permissions.
Throughput and operations align to your Azure resources and Filer deployment architecture. - API documentation
- Yes
- API documentation formats
-
- Open API (also known as Swagger)
- API sandbox or test environment
- No
- Customisation available
- Yes
- Description of customisation
-
Filer is delivered as a managed service with Mizorix support included, meaning customers always have expert assistance when configuring or customising the system. Filer is highly configurable through its admin portal, where organisations can create and manage configurations, document types, metadata structures, custom views and demographic sources.
Customers can customise settings such as case views, metadata, retention rules and search refiners using the Filer admin centre, and these tasks can be carried out either by the customer’s Filer administrators or directly by Mizorix at no additional cost.
As the proprietary owners of Filer, Mizorix can also deliver deeper customisation beyond configuration. This includes enhancements, new UI components, integration changes, and API‑level extensions. Direct code‑based changes must be delivered by Mizorix developers to ensure alignment with the core product architecture and maintain supportability.
Low‑code customisation using Microsoft 365 technologies such as Power Automate, Power Apps and SharePoint configuration is fully supported and can be performed by customer teams, enabling tailored workflows, automations and mobile data‑capture solutions.
This combined model ensures Filer remains flexible, extensible and aligned to each customer’s environment, governance model and departmental needs.
Scaling
- Independence of resources
- Filer is installed directly inside each customer’s own Microsoft 365 tenant. This means every customer has completely isolated Azure resources and SharePoint storage, so usage or demand from one organisation cannot affect another. Performance, scaling and capacity are fully controlled by the customer’s tenant and Microsoft’s cloud platform, ensuring complete separation and guaranteed independence of resources.
Analytics
- Service usage metrics
- Yes
- Metrics types
-
1. Native Microsoft 365 metrics
Customers can use the Microsoft 365 and SharePoint admin centres to view usage information such as site activity, storage consumption and user access patterns. These controls are available at tenant level and apply automatically because all Filer data resides in SharePoint Online.
2. Granular Filer audit history
Filer maintains detailed audit logs for all user actions, including viewing, editing, uploading, deleting and metadata changes. These logs can be surfaced in reporting tools such as Power BI for transparency and compliance reporting. - Reporting types
-
- API access
- Real-time dashboards
- Regular reports
- Reports on request
- Resource tagging
- Yes
- FOCUS resource tagging
- No
Resellers
- Supplier type
- Not a reseller
Staff security
- Staff security clearance
- Other security clearance
- Government security clearance
- Security Clearance (SC)
Asset protection
- Knowledge of data storage and processing locations
- Yes
- Data storage and processing locations
-
- United Kingdom
- European Economic Area (EEA)
- Other locations
- 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 every 6 months
- Penetration testing approach
- NCSC approved service provider
- Protecting data at rest
- Encryption of all physical media
- Data sanitisation process
- Yes
- Equipment disposal approach
- Complying with a recognised standard, for example CSA CCM v4.0, CAS (Sanitisation) or ISO/IEC 27001
- Data sanitisation type
-
- Deleted data can’t be directly accessed / Cryptographic Erasure
- Data Erasure
Data importing and exporting
- Data export approach
- All documents and metadata already reside in the customer’s own SharePoint Online environment, so users can export their data at any time using native Microsoft 365 capabilities. This includes downloading files directly from SharePoint libraries, using migration tools, or exporting via Microsoft Graph or Power Automate. Because Filer does not store customer data outside the customer’s tenant, no additional extraction process is required. There are no restrictions or dependencies on Mizorix for export.
- Data export formats
-
- CSV
- ODF
- Other
- Other data export formats
- Standard document formats stored in SharePoint e.g. PDF or Word
- Data import formats
-
- CSV
- ODF
- Other
- Other data import formats
- Standard document formats stored in SharePoint e.g. PDF or Word.
Data-in-transit protection
- Data protection between buyer and supplier networks
- TLS (version 1.2 or above)
- Data protection within supplier network
- TLS (version 1.2 or above)
Availability and resilience
- Guaranteed availability
-
Filer runs entirely inside each customer’s own Microsoft 365 tenant, so availability is inherited from Microsoft 365, which provides robust, enterprise grade uptime. Mizorix provides service availability for the Filer application layer and support services through its SLA framework. Support contracts include staff on standby to meet SLA requirements and maintain the service during agreed hours.
We guarantee availability in line with Microsoft 365 service levels, and because all hosting is within the customer’s tenant, there is no dependency on shared Mizorix infrastructure. If we fail to meet the agreed SLAs, customers are credited through our support unit model, where time is returned or additional support capacity is provided. - Approach to resilience
-
Filer is deployed entirely within each customer’s own Microsoft 365 and Azure tenant, meaning resilience is delivered through Microsoft’s cloud platform. SharePoint Online and Azure services provide built in redundancy, automatic failover and geo distributed resilience as standard. Filer components, including API services and the administration interface, run on Azure App Services which benefit from Microsoft’s multi region, load balanced and highly available infrastructure.
Because no data or processing is hosted by Mizorix, resilience is inherited from Microsoft’s enterprise grade cloud architecture. Detailed datacentre resilience information is available on request through Microsoft’s service documentation. - Outage reporting
-
Because Filer is deployed entirely within each customer’s own Microsoft 365 tenant, platform‑level availability and outages are managed and reported directly by Microsoft through the Microsoft 365 Service Health Dashboard. Customers can monitor any SharePoint Online or Azure service disruptions in real time within their own tenant.
For Filer‑specific issues (for example, configuration issues or defects), customers report incidents via the dedicated support email address, which alerts the full Mizorix technical team immediately.
These incidents are then visible and tracked through the Mizorix support portal, where customers can view updates and resolution progress.
Identity and authentication
- User authentication needed
- Yes
- User authentication
-
- Multi-Factor Authentication (MFA)
- Identity federation with existing provider (for example Google Apps)
- Username or password
- Other
- Other user authentication
- Single Sign-On (SSO) via Microsoft Entra ID
- Access restrictions in management interfaces and support channels
-
Access to all management interfaces is controlled entirely through the customer’s own Microsoft 365 tenant, using Microsoft Entra ID for authentication and role‑based access control. Only authorised administrative users can configure Filer through the admin interface, and all access is subject to the customer’s MFA, SSO and conditional‑access policies.
Support channels are restricted to authorised customer contacts. Incidents must be raised through the dedicated support email address or support portal, where access is authenticated and logged. Security‑related incidents are escalated to leadership and tracked through the ISMS. - Access restriction testing frequency
- At least every 6 months
- Management access authentication
-
- Multi-Factor Authentication (MFA)
- Identity federation with existing provider (for example Google Apps)
- Username or password
- Other
- Description of management access authentication
- Single Sign-On (SSO) via Microsoft Entra ID.
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
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
-
Mizorix operates a full ISO/IEC 27001:2022‑aligned Information Security Management System (ISMS), with all policies governed through a structured management framework. Policies are maintained and controlled within the organisation’s ISMS platform, and include the formal Information Security Policy which sets out commitments to confidentiality, integrity and availability, regulatory compliance, and continual improvement.
The ISMS defines objectives, controls and risk‑management processes covering access control, business continuity, physical and logical security, and privacy requirements. Policies are reviewed regularly by the Information Security Manager and approved by senior leadership.
Mizorix ensures policy adherence through internal audits, staff awareness, mandatory security practices such as MFA and vulnerability management, and governance processes documented within the organisation’s technical and organisational measures. - 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
-
Mizorix manages configuration and change through a structured lifecycle governed by our ISO 27001–aligned ISMS. All Filer components are tracked from deployment through Azure DevOps pipelines and version‑controlled releases, with automated deployment processes ensuring traceability across environments.
Changes follow a formal assessment process, where security impact, dependencies and customer configurations are reviewed before approval. Configuration updates, such as workflow rules, retention schedules or permissions, are applied through the Filer admin portal, ensuring consistent governance across the solution.
All changes are logged, reviewed and approved internally, with customers informed of updates through support and release notes. - Vulnerability management type
- Complies with a recognised standard, for example CSA CCM v4.0 or SSAE-18 / ISAE 3402
- Vulnerability management approach
-
Mizorix operates vulnerability management as part of its ISO 27001‑aligned ISMS. Threats are assessed using vendor security advisories and industry scoring standards such as CVSS, which guide prioritisation of remediation actions.
For Filer, which is deployed inside each customer’s own Microsoft 365 and Azure tenant, platform‑level vulnerability scanning and patching are handled by the customer’s existing Microsoft security controls. Where a vulnerability is identified in components maintained by Mizorix, it is investigated immediately, patched, and released as an update for deployment into the customer environment. - Protective monitoring type
- Complies with a recognised standard, for example CSA CCM v4.0 or SSAE-18 / ISAE 3402
- Protective monitoring approach
-
Mizorix operates protective monitoring as part of its ISO 27001‑aligned ISMS, with security logs, access controls and system activity monitored through Microsoft 365 and Azure’s native capabilities (for example Azure AD, audit logs and alerting). Security threats are identified using Microsoft threat intelligence and industry‑standard vulnerability feeds, which inform internal assessments and patch decisions.
When a potential compromise is detected, it is triaged immediately, assessed under the incident process and remediated using emergency patching where required.
Because Filer runs within each customer’s own tenant, customers also benefit from Microsoft’s continuous monitoring and threat‑detection controls by default. - 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
-
Mizorix follows a defined ISO 27001‑aligned incident management process. All security incidents are reported via the dedicated support address (support@mizorix.com), where they are immediately logged and escalated to leadership for triage.
Common events follow predefined workflows through the support portal, where incidents are tracked, prioritised and assigned to technical staff. Response times follow agreed SLAs, with critical P1 incidents responded to within one hour and worked on immediately.
Incident reports, actions and lessons learned are recorded within the ISMS after resolution. - 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
- No
Pricing
- Discount for educational organisations
- Yes
- Free trial available
- Yes
- Description of free trial
- Free trials can be agreed individually based on organisational need. The scope, what is included, exclusions, and any time limits are defined collaboratively, along with clear success criteria for how the trial will be evaluated. No standard always‑on trial is offered.
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
- Approachable Certification
- ISO/IEC 27001 accreditation date
- Sunday 29 June 2025
- What the ISO/IEC 27001 doesn’t cover
-
Information Security in the provision and management of the
development of software products and professional services in relation
to information and information assets owned by or under the control
of Encodian Solutions Ltd and Mizorix Ltd in accordance with
Statement of Applicability v7. - ISO 28000:2022 certification
- No
- ISO 9001 certification
- No
- Quality management systems (QMS)
- No
- CSA STAR certification
- No
- PCI certification
- No
- Cyber essentials
- Yes
- Please provide your Cyber Essentials Certificate Number
- D93e789a-ba4e-4cd2-9968-cb0cc04869f9
- Cyber essentials plus
- No
- Cyber Essentials Alternative
- You do not have a current and valid Cyber Essentials Plus certificate, or will not have in place within 12 months of the date of award but have an IASME certified equivalent.
- 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
- New or retained jobs on the contract workforce in the relevant area that meet the criteria set out in MAC 1b, 1c and 1d
- Payment of more than the National Minimum Wage or National Living Wage (as appropriate) to the contract workforce
- Outline policies and practices to be applied to or put in place for the contract to mitigate and manage modern slavery risks, including: Pre-employment checks, recruitment practices. Workplace conditions, safeguarding plans and processes in place and regular monitoring with relevant groups considered, which may include sampling
-
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 2: Skills for growth: Supporting growth sectors and addressing skills gaps.
- Activities to support relevant sector related skills growth and sustainability in the contract workforce. Illustrative examples: careers talks, curriculum support, literacy support, safety talks and volunteering
-
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 3: Resilient, innovative and flexible supply chains: Support economic growth through enabling resilient businesses, opportunities for small businesses and voluntary, community and social enterprises
- Plans for engaging a diverse range of businesses in engagement activities prior to appointing subcontractors (including activities prior to award of the main contract and during the contract term)
-
Mission: Make Britain a clean energy superpower: To cut bills, create jobs and deliver security with cheaper, zero-carbon electricity by 2030, accelerating to net zero
Policy Outcome 4: Sustainable procurement practices: Reducing carbon footprints, minimising waste, and promoting the use of clean energy and green technologies.
- Understanding of opportunities for additional environmental benefits delivery in the performance of the contract, including working towards net zero carbon emissions and use of clean energy and green technologies
-
Mission: Break down barriers to opportunity: By reforming our childcare and education systems, to make sure there is no class ceiling on the ambitions of young people in Britain
Policy Outcome 6: Employment and training: For those who face barriers to employment
- Creation of employment opportunities particularly for those who face barriers to employment, such as prison leavers, care leavers and/or who are located in deprived areas, and for people in industries with known skills shortages or in high growth sectors
- Introducing transparency to pay and reward processes
- Inclusive and accessible development practices, including guidance for line managers on recruiting, managing and developing people with a disability or health condition
-
Mission: Break down barriers to opportunity: By reforming our childcare and education systems, to make sure there is no class ceiling on the ambitions of young people in Britain
Policy Outcome 7: Creating a pipeline of opportunities: For the contract workforce, reducing barriers to entry for under-represented groups.
- Understanding of the underlying factors affecting improvements to reduce barriers to entry and training schemes for the target cohort(s) related to the contract workforce
- Understanding of issues relating to entering the contract workforce
-
Mission: Build an NHS fit for the future: That is there when people need it; with fewer lives lost to the biggest killers; in a fairer Britain, where everyone lives well for longer.
Policy Outcome 8: Increasing productivity through physical and mental wellbeing: In the supply chain and communities in the relevant area.
- Understanding of issues relating to health and wellbeing, including physical and mental health, in the contract workforce
-