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"

£15 to £25 a unit

• Education pricing available
• Free trial available

Service documents

• Pricing document

  PDF

• Skills Framework for the Information Age rate card

  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 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

362340246159354

Contact

Chris Rowlands
0333 577 4900
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

• Pricing document

  PDF

• Skills Framework for the Information Age rate card

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