Folding Space Automated File Reduction (AFR)

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: Advanced options for Automated Extraction (AEM) Automated Redaction (ARM). AFR is interoperable with any Line of Business, database-driven or similar system including Case Management, Students Records Systems Patient Administration Systems, ECM/ERM/EDM.
Cloud deployment model: Private cloud
Service constraints: Folding Space AFR includes Systems Administration functionality to enable constraints and restrictions on functions to be enforced. There is no limit to the data, document, file or record corpus that Folding Space AFR can address (virtually infinitely scaleable). Storage provision is subject to consultation with the customer and any customer budget or information corpus constraints.
System requirements: Server/s running Windows 2012/2016

Server/s should be IIS Enabled

Server/s should have a minimum of 12GB RAM

Server/s should have a Quad core processor

Virtual or Physical Server/s

Disk Read/Write Minimum 75mb/s

Minimum Disk size 250GB

User support

Email or online ticketing support: Email or online ticketing
Support response times: As a Standard Operating Procedure, Folding Space provides its customers and/or partners with unlimited remote support
via the online Customer Support Portal and via fax, email & telephone to the Partner or Folding Space as appropriate
during standard UK office 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: Folding Space Customers utilise our Support Portal for Technical Support, the portal is managed by our technical and support management and available online (24 x 7).

Once logged and escalated all calls are reviewed, triaged, categorised and worked towards resolution in line with the agreed Service Level Agreement (SLA). Telephone and email support are also provided; typically during normal business hours with out-of-hours escalation relevant to the SLA threat/support level.

For response times, aligned with ITIL recommendations, we would work with the Customer to identify ‘business critical’ application processes (such as data entry or retrieval) and agree acceptable response times for these (excluding environment and network latency) which are then measured and analysed in quarterly service review meetings.

Where necessary any failure to comply with these measurements can then automatically invoke high priority support cases. For example; Priority 1 and 2 incidents - severe system disruptions - are typically measured by a one-hour response and four-hour resolution maximums.
Support available to third parties: Yes

Onboarding and offboarding

Getting started: Initial engagement includes mapping of the 'As-Is' processes and agreeing the 'To-Be'. Fixed fee final costs are submitted and a Project Plan is agreed. Folding Space take an Agile approach to project management. The risks & issues associated with the project flow from the weekly RAID teleconference. All implementations are run in accordance with Prince2 and milestones for quality control, and review, are managed during implementation. An Agile approach to solution delivery requires a collaborative working relationship where iterative deliverables, user feedback and testing within an open and honest communications environment are an integral part of the process. During the pre-Go Live phase, this iterative & collaborative process will be facilitated and supported by the provision of an online, secure & dedicated Customer Support Portal. The Customer Portal is the customer facing half of our Company Communications & Support Portal which is also used internally by the technicians committed to the project and which is reviewed and authorised by our Technical and QA Management with escalation to the relevant Director. Folding Space offer both onsite systems training for authorised System Administrators as well as ‘train the trainer’ for end user training. All training materials are provided in an editable form.
Service documentation: Yes
Documentation formats: HTML

ODF

PDF
End-of-contract data extraction: Upon contract cessation or a termination event, we would provide a machine readable copy of all data/metadata held in the Folding Space repository (e.g. CSV or XML). Folding Space will work with the Customer and agree an exit plan to facilitate continuity of service. Upon request, Folding Space will help to migrate data/metadata to a replacement supplier in line with the exit plan. Folding Space will ensure that the exit plan clearly sets out the methodology for achieving an orderly transition of services. The exit plan will set out full details of timescales, activities and roles and responsibilities of the Parties for: ● the transfer of any technical information, instructions, manuals and code reasonably required to enable a smooth migration ● the strategy for export of data and documents to replacement supplier, including conversion to open standards or other standards as required ● the transfer of Project Specific IPR items and other customisations, configurations and databases ● the testing and assurance strategy for exported documents and data
End-of-contract process: The Customer is able to terminate the contract, after the minimum term (2 years) by giving notice to the Company within the first nine months of any year following the renewal anniversary; that is, within the nine months following the Annual Renewal which is every twelve months from the Commencement date. Termination will then occur in the twelfth month following the Renewal Anniversary. We would agree an exit plan to ensure the secure and safe export of the Customer’s data/metadata and co-operate in any migration support. Typically we would provide a machine-readable copy of all data/metadata held in the repository (e.g. via CSV or XML).

Using the service

Web browser interface: Yes
Supported browsers: Internet Explorer 11

Microsoft Edge

Firefox

Chrome

Safari
Application to install: No
Designed for use on mobile devices: No
Service interface: No
User support accessibility: WCAG 2.1 AAA
API: Yes
What users can and can't do using the API: We have a complete library of API, Invocation and Rendering Web Services available to ensure all manner of interfacing, integration and data exchange with other applications. And we have a philosophy of ‘open schema’ sharing of our database approach with our Customers so that customer IT can collaboratively access and utilise the database themselves.

We have extensive experience in integrating information with other applications; specifically, various PAS (Patient Administration System), Microsoft Active Directory (we have an MS AD management technology), LIMS (Pathology Laboratory Information Systems), Care Systems (e.g. CareFirst), Email (we possess extensive MS Exchange interaction technologies) and all manner of data warehouses (e.g. from SQL and Oracle to SAP).
API documentation: Yes
API documentation formats: HTML

ODF

PDF

Other
API sandbox or test environment: Yes
Customisation available: Yes
Description of customisation: There are extensive ‘self-service’ facilities for (a) discovery targeting at data & document servers & storage devices, dedicated & shared drives, directories & folders, archive, document & file stores, databases and similar, (b) customisation ‘per user’ or ‘user role’ of graphical analysis, reporting, etc and (c) powerful system administration for rules, policies and security permissions. Customisation and self-service is supported via online access for remote guidance and ‘on standby’ resource to address any specific challenges/issues as well as onsite consultation and pre Go-Live support. All Folding Space Discovery set-up & installation, liaison with customer IT, project management and training is provided as appropriate to the installation and customer preferences.

Scaling

Independence of resources: We offer a choice of a dedicated, (physical or virtual) server & storage cluster per customer or a multi-tenant cloud based service. This improves security, system management and offer guarantees in performance. Folding Space software is developed with industry standard scaleable Microsoft.NET Framework along with mySQL/MariaDB database server and dedicated Index Engine plus OCR and Content Analytic technologies.
Extensive Performance and Load tests are performed to ensure that our systems are secure, resilient and scaleable.

Analytics

Service usage metrics: Yes
Metrics types: The data-windfall from a AFR implementation falls into two primary areas - management information (‘MI’) and data information. Regarding MI - Discovery automatically audits every interaction including date/time, user, device and audit action type and description. Authorised Users have the ability to export data at will and to build their own data relationships and reports directly using BI tools. Regarding data - all results generated by discovery process are analysed, interpreted and reported upon automatically so the organisation can see what it is dealing with in terms of risk management for compliance purposes.
Reporting types: API access

Real-time dashboards

Regular reports

Reports on request

Resellers

Supplier type: Not a reseller

Staff security

Staff security clearance: Conforms to BS7858:2019
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: Supplier-defined controls
Penetration testing frequency: At least once a year
Penetration testing approach: Another external penetration testing organisation
Protecting data at rest: Physical access control, complying with another standard

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: Complying with a recognised standard, for example CSA CCM v.30, CAS (Sanitisation) or ISO/IEC 27001

Data importing and exporting

Data export approach: Users can export data/metadata as CSV files directly from within GDPR Discovery; Users can also search, filter & then export or print any reports.
Data export formats: CSV

ODF

Other
Other data export formats: Pdf

Xml
Data import formats: CSV

ODF

Other
Other data import formats: Pdf image

Pdf (searchable)

Tiff

Doc/x

Xls/x

Ppt/x

Odf

.msg

Data-in-transit protection

Data protection between buyer and supplier networks: TLS (version 1.2 or above)

IPsec or TLS VPN gateway

Legacy SSL and TLS (under version 1.2)

Other
Other protection between networks: CPA Foundation VPN Gateway
TLS (HTTPS or VPN) version 1.2 or later
Legacy SSL or TLS (HTTPS or VPN)
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: Guaranteed availability Managed Hosting Service Level Agreement: Service Availability will be as per the (customer preference) cloud vendor SLA e.g. Microsoft Azure at 99.95%, AWS at 99.9% available. The Folding Space design approach includes a proposed multi-node load balanced environment at the application level with no single points of failure to meet the SLA's. Maintenance and upgrades are always planned and scheduled in partnership with the Customer and designed so as to avoid or minimise downtime. The multi-node load balanced approach enables individual application servers to be taken out of the load balancer for upgrades or maintenance on a staged basis
Approach to resilience: Externally: independent penetration tests, security tests and performance tests for Folding Space technology have been successfully undertaken by customers such as Her Majesty's Courts Service, House of Commons, Foreign and Commonwealth Office, IPSA (Independent Parliamentary Standards Authority), Scottish Parliament and the Welsh Assembly as well as various NHS Trusts and Local Authorities. Internally: AFR automatically audits every user interaction including date/time, user, device and audit action type and audit action description. Server-side: Customer data is securely stored within the repository for use by the Customer alone. Similarly, the documents are securely stored within the File Store for use by Customer alone. Software maintenance of Discovery by Folding Space does not normally touch upon the customer data or documents/files/records. Updates/upgrades are planned and deployed to a test environment before going live. We secure all data exchanges via HTTPS or SFTP. Our ‘thin’ client-side approach to data & document exchange means that data integrity and security is maximised as nothing is transferred from the secure server-side; it is merely accessed and viewed (i.e. not stored locally).
Outage reporting: The Customer Support Portal includes a facility for automated alerts sent to the Customer and to internal designated staff responsible for resolving support issues. This Portal provides a complete environment for feedback & communications incorporating an incident logging, triage response and issue/fix monitoring service; effectively, a complete structured, threaded and audited case management & acceptance testing system. The Customer Support Portal is also used internally by the technicians committed to the project and which is reviewed and authorised by our Technical and QA Management with escalation to the relevant Director.

Identity and authentication

User authentication needed: Yes
User authentication: Public key authentication (including by TLS client certificate)

Limited access network (for example PSN)

Dedicated link (for example VPN)

Username or password
Access restrictions in management interfaces and support channels: Folding Space ARM provides powerful Systems Administration functionality for customer self-service:
Granular security and user access management is provided for Systems Administrators to all facilities and audits. Includes user login & password management, ability to restrict access so that each user can only view the data that they are allowed to access.
Access can be granted and changed easily & securely so confidentiality of search, access and view is maintained, managed and audited.
Customers can add their own dictionary terms, regular expressions or apply business rules.
Whilst ARM processes are automated by default, Systems Administrators can process data ad-hoc.
Access restriction testing frequency: At least every 6 months
Management access authentication: 2-factor authentication

Public key authentication (including by TLS client certificate)

Identity federation with existing provider (for example Google Apps)

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: 16/05/2020
What the ISO/IEC 27001 doesn’t cover: N/A
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: ISO/IEC 27001
Information security policies and processes: Folding Space ISO27001 ISMS Statement of Applicability available upon request.

An Information Asset Register (IAR) for logging and tracking the receipt and usage of 3rd Party Data is maintained by Folding Space. The National Archives IAR template has been extended and is used by Folding Space in recognition of the nature of the Folding Space business and the diversity of data received from various 3rd Parties (e.g. customers, partners.)
The Folding Space Compliance Manager is responsible for the creation, maintenance and monitoring of the Information Asset Register.

The intended recipient of any information asset supplied from outside the company is responsible for pre-receipt alerting and registering the asset with the Compliance Manager immediately upon receipt.

The Folding Space Technical Manager or Project & Support Manager are responsible for the secure access, deployment and storage of each information asset.

Information assets can only be accessed by individuals that have appropriate authorisation according to the classification of the information and their need to access for work purposes.

The Technical Manager or Project & Support Manager are responsible for the return or destruction of the information asset as determined by the Compliance Manager and in agreement the relevant Asset Owner.

Operational security

Configuration and change management standard: Supplier-defined controls
Configuration and change management approach: All CCN's are logged in the Folding Space Customer Support Portal . An Account Manager ensures continued direct liaison and communications between all parties. We assign an accredited Prince2 Practitioner for the full project lifecycle and ongoing support, as well as assigning a Director of the company to undertake strategic and overall responsibility for the project.

All these measures fully support the establishment and successful operation of an ITIL-aligned Change Request & Control process.
Vulnerability management type: Supplier-defined controls
Vulnerability management approach: Risk management is aligned to ISO27001 and is driven from Board level. Regular vulnerability testing identifies potential threats, vulnerabilities and mitigates risks through appropriate controls to reduce the risks to people, information and infrastructure to an acceptable level. This process takes full account of relevant statutory obligations and protections, including the Data Protection Act (GDPR), Freedom of Information Act, the Official Secrets Act, Equality Act and the Serious Organised Crime and Police Act.
Protective monitoring type: Conforms to a recognised standard, for example CSA CCM v3.0 or SSAE-16 / ISAE 3402
Protective monitoring approach: Technical support is provided as per the agreed SLA. System and software support is provided via system health monitoring and in response to feedback received via the Support Portal.

In an on-premise installation, remote diagnostics and operational technical remedial investigation/action is provided.

In a Managed Hosted Service we monitor Firewall CPU, Memory, network interface utilisation, system disk usage, port status for Windows services and Ping monitoring and, if thresholds are exceeded, generate an automated support ticket. In addition, we also configure a URL monitoring check.
Typically, penetration testing cycles are agreed with the Customer for the duration of the contract.
Incident management type: Conforms to a recognised standard, for example, CSA CCM v3.0 or ISO/IEC 27035:2011 or SSAE-16 / ISAE 3402
Incident management approach: Incidents are managed via the Customer Support Portal.
Once logged and escalated all calls are reviewed, triaged, categorised and worked towards resolution in line with the agreed SLA.
Folding Space agree acceptable response times for business critical application processes with the Customer, these are then measured and analysed in quarterly service review meetings. Any failure to comply with these measurements automatically invokes high priority support cases.

A management escalation procedure is also agreed to ensure that issues requiring direct management intervention are in place. Typically, this encompasses invocation of a chain of command, emergency and out of hours contact facilities.

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 v3.0)

Public sector networks

Connection to public sector networks: No

Equal opportunity: Equal opportunity

Folding Space is committed to equal opportunities for all. Our policy is to make sure that no employee, customer or person involved or associated with our company receives less favourable treatment on the grounds of:
o Religious belief or political opinion
o Race (including colour, nationality, ethnic or national origins)
o Disability
o Gender, including gender reassignment
o Marital or civil partnership status
o Having or not having dependants
o Sexual orientation
o Age

Folding Space is opposed to all forms of unlawful and unfair discrimination. We believe in human rights for all those connected with our company and all members of society. No action shall be taken against them by any person connected with Folding Space which would devalue their contribution to society and to this company, or lead to a loss of their own self-respect, or respect for them from others.

Responsibility for making sure that Folding Space fulfils its obligations under this Policy rests with the HR & Quality Assurance Manager.

All individuals within our company are responsible for compliance with this Policy, and for the positive attitude it requires. All external persons connected with Folding Space are encouraged to hold the same responsibility and commitment.

What will we do?
We will make sure that all our staff and sub-contractors are aware of our Equal Opportunities Policy and, where applicable, will make them aware of their responsibilities.

All job applicants and employees will be treated fairly and will not be discriminated against on any of the grounds cited. Decisions about recruitment and selection, promotion, training or any other benefit will be made objectively and without unlawful discrimination.

How will we know if the Policy is working?
The working of the Equal Opportunities Policy will be monitored by the HR & Quality Assurance Manager on an annual basis.

Pricing

Price: £67 a user a month
Discount for educational organisations: Yes
Free trial available: No

Folding Space Automated File Reduction (AFR)

Features

Benefits

Service documents

Framework

Service ID

Contact

Service scope

User support

Onboarding and offboarding

Using the service

Scaling

Analytics

Resellers

Staff security

Asset protection

Data importing and exporting

Data-in-transit protection

Availability and resilience

Identity and authentication

Audit information for users

Standards and certifications

Security governance

Operational security

Secure development

Public sector networks

Pricing

Service documents

Cookies on Digital Marketplace

Folding Space Automated File Reduction (AFR)

Features

Benefits

Pricing

Service documents

Framework

Service ID

Contact

Service scope

User support

Onboarding and offboarding

Using the service

Scaling

Analytics

Resellers

Staff security

Asset protection

Data importing and exporting

Data-in-transit protection

Availability and resilience

Identity and authentication

Audit information for users

Standards and certifications

Security governance

Operational security

Secure development

Public sector networks

Social Value

Pricing

Service documents