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Docuflow Ltd

Digital Forms & Data Capture

A complete cloud accessed software platform to transform your paper forms into digital forms and data collection, low cost, easy to use and quick to set up and maintain. Available on Windows, IOS and Android, demonstrations and free trials available.

Features

  • on demand
  • realtime
  • easy form design
  • IOS, Android, Windows

Benefits

  • Very easy to use
  • stand alone and will integrate with 3rd party software
  • forms back to base in quick time
  • "try before you buy"

Pricing

£15 to £25 a unit

  • Education pricing available
  • Free trial available

Service documents

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

Framework

G-Cloud 14

Service ID

3 6 2 3 4 0 2 4 6 1 5 9 3 5 4

Contact

Docuflow Ltd Chris Rowlands
Telephone: 0333 577 4900
Email: info@docuflow.co.uk

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
Any 3rd party system with an api
Cloud deployment model
Private cloud
Service constraints
Uptime is 99.0% updates carried out over night
System requirements
  • IOS
  • Windows
  • Android

User support

Email or online ticketing support
Email or online ticketing
Support response times
Normally within 2 hours
User can manage status and priority of support tickets
No
Phone support
Yes
Phone support availability
9 to 5 (UK time), Monday to Friday
Web chat support
Web chat
Web chat support availability
9 to 5 (UK time), Monday to Friday
Web chat support accessibility standard
WCAG 2.1 AAA
Web chat accessibility testing
We use a live system by O'lark for webchat
Onsite support
Yes, at extra cost
Support levels
Support is provided by a product specialist who is trained on the product itself.
Support available to third parties
Yes

Onboarding and offboarding

Getting started
We provide all training, will design a forms if required and any on going support and help, there is documentation available and once the users are familiar with the service is very simple to use and design
Service documentation
Yes
Documentation formats
PDF
End-of-contract data extraction
Data can be delivered back in PDF, XML and CSV format.
End-of-contract process
All inclusive pricing model, data can be exported by the end user at no charge.

Using the service

Web browser interface
Yes
Supported browsers
  • Internet Explorer 11
  • Microsoft Edge
  • Firefox
  • Chrome
  • Safari
  • Opera
Application to install
Yes
Compatible operating systems
  • Android
  • IOS
  • Windows
Designed for use on mobile devices
Yes
Differences between the mobile and desktop service
The forms are more concise for mobile phones
Service interface
Yes
User support accessibility
WCAG 2.1 AA or EN 301 549
Description of service interface
Our Digital Forms service is fully configurable and customisable by the administrators, it is very easy to use the interface to do this, we provide full training and support for the life of the contract via the helpdesk.
Accessibility standards
WCAG 2.1 AA or EN 301 549
Accessibility testing
Interface testing is completed on a regular basis to test the platform to ensure it meets and exceeds standards.
API
Yes
What users can and can't do using the API
Web services are provided as part of the platform and digital forms and can be integrated with 3rd part applications and solutions, we are more than happy to talk through the API and how it is implemented upon request
API documentation
Yes
API documentation formats
  • HTML
  • PDF
API sandbox or test environment
No
Customisation available
Yes
Description of customisation
The service and forms can be customised as required, we can demonstrate as part of a demonstration or trial

Scaling

Independence of resources
By capacity and user planning to ensure the correct resilience and infrastructure is in place.

Analytics

Service usage metrics
Yes
Metrics types
We can provide a monthly report as required
Reporting types
  • Regular reports
  • Reports on request

Resellers

Supplier type
Reseller providing extra support
Organisation whose services are being resold
Document genetics

Staff security

Staff security clearance
Other security clearance
Government security clearance
Up to Baseline Personnel Security Standard (BPSS)

Asset protection

Knowledge of data storage and processing locations
Yes
Data storage and processing locations
United Kingdom
User control over data storage and processing locations
No
Datacentre security standards
Supplier-defined controls
Penetration testing frequency
At least every 6 months
Penetration testing approach
Another external penetration testing organisation
Protecting data at rest
Encryption of all physical media
Data sanitisation process
Yes
Data sanitisation type
  • Explicit overwriting of storage before reallocation
  • Deleted data can’t be directly accessed
Equipment disposal approach
A third-party destruction service

Data importing and exporting

Data export approach
The data is simply downloaded in a format of choice at the end of the contract as data is not stored for long periods in the system as it is downloaded and stored typically elsewhere this is not time exhaustive the end users.
Data export formats
  • CSV
  • Other
Other data export formats
  • PDF
  • XML
Data import formats
CSV

Data-in-transit protection

Data protection between buyer and supplier networks
Private network or public sector network
Data protection within supplier network
IPsec or TLS VPN gateway

Availability and resilience

Guaranteed availability
99.0% via a fully resilient through Microsoft Azure, which optimises the Service Availability and minimises the risk of failure and downtime.
Approach to resilience
Please request
Outage reporting
Email and dashboard

Identity and authentication

User authentication needed
Yes
User authentication
  • 2-factor authentication
  • Username or password
Access restrictions in management interfaces and support channels
Access is via a unique login to each other with defined access rights
Access restriction testing frequency
At least every 6 months
Management access authentication
  • 2-factor authentication
  • Username or password

Audit information for users

Access to user activity audit information
Users contact the support team to get audit information
How long user audit data is stored for
User-defined
Access to supplier activity audit information
Users receive audit information on a regular basis
How long supplier audit data is stored for
User-defined
How long system logs are stored for
At least 12 months

Standards and certifications

ISO/IEC 27001 certification
No
ISO 28000:2007 certification
No
CSA STAR certification
No
PCI certification
No
Cyber essentials
Yes
Cyber essentials plus
No
Other security certifications
No

Security governance

Named board-level person responsible for service security
Yes
Security governance certified
Yes
Security governance standards
Other
Other security governance standards
Via cyber essentials
Information security policies and processes
Internal reviews, workshops, external and internal compliance checks through Software Development and operating environment, any issues or problems can be reported to our data compliance officer via datacompliance@docuflow.co.uk

Operational security

Configuration and change management standard
Supplier-defined controls
Configuration and change management approach
All change requests are documented and signed and before progressing to the production stage. Before production deployment a review is completed to ensure compliance
Vulnerability management type
Supplier-defined controls
Vulnerability management approach
Systems are patched every 30 days and Internally reviewed
Protective monitoring type
Supplier-defined controls
Protective monitoring approach
Retrieved on request, we aim to respond within 2 hours with a complete update of the situation and system
Incident management type
Supplier-defined controls
Incident management approach
Users report typically via email and we then respond via a phone call or via e-mail

Secure development

Approach to secure software development best practice
Supplier-defined process

Public sector networks

Connection to public sector networks
Yes
Connected networks
NHS Network (N3)

Social Value

Social Value

Social Value

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

Fighting climate change

In response to the urgent need to combat climate change, our commitment is unwavering. We pledge to integrate sustainable practices across all operations, prioritise the reduction of carbon emissions, and foster innovative solutions for a greener future. Our strategy aligns with the government's environmental objectives, ensuring our contribution towards achieving net-zero targets and enhancing biodiversity. By embracing renewable energy, promoting resource efficiency, and supporting community engagement, we aim to set a benchmark for environmental stewardship within our industry and beyond.

Covid-19 recovery

In the wake of Covid-19, our focus shifts towards recovery and resilience. We are dedicated to implementing comprehensive health and safety measures, ensuring the well-being of our employees and the community. Our strategy includes supporting mental health, fostering economic stability, and adapting operations for ongoing protection against the virus. By aligning with government guidelines and leveraging innovative technologies, we aim to not only recover but emerge stronger, more agile, and prepared for future challenges. Our commitment is to a recovery that is inclusive, sustainable, and reflective of our collective journey through these unprecedented times.

Tackling economic inequality

Addressing economic inequality stands at the core of our mission. We are committed to creating opportunities that promote inclusivity and diversity within our workforce and the communities we serve. By implementing fair wage practices, supporting skill development, and enhancing access to education and training, we aim to bridge the gap in economic disparities. Partnering with local organisations and aligning with government initiatives, our efforts are dedicated to fostering a more equitable economic landscape. Through innovation and collaboration, we believe in driving meaningful change, ensuring prosperity is accessible to all, irrespective of background or circumstance.

Equal opportunity

Committed to championing equal opportunity, we pledge to cultivate an environment where diversity is celebrated, and inclusivity is the norm. By rigorously implementing non-discriminatory hiring practices and promoting a culture of respect and understanding, we aim to ensure that all individuals, regardless of gender, race, religion, or sexual orientation, have equal access to opportunities within our organisation. We actively support professional development for underrepresented groups, ensuring barriers to advancement are dismantled. In partnership with stakeholders and aligning with government guidelines, our goal is to lead by example, demonstrating the value and strength found in diversity.

Wellbeing

Prioritising well-being is fundamental to our ethos. We are dedicated to nurturing a supportive and healthy environment for our employees, stakeholders, and the communities we operate in. Our approach encompasses mental, physical, and emotional health initiatives, including access to wellness programs, flexible working arrangements, and a strong support network. By embedding well-being into our strategic planning and daily operations, we aim to enhance productivity, foster a positive workplace culture, and support a balanced lifestyle. Collaborating closely with experts and adhering to best practices, we are committed to leading the way in corporate well-being, ensuring our collective health and happiness are at the forefront of what we do.

Pricing

Price
£15 to £25 a unit
Discount for educational organisations
Yes
Free trial available
Yes
Description of free trial
A full license everything included 30 days
Link to free trial
Request here https://www.docuflow.co.uk/contact

Service documents

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