TRANSCRIBE UK LTD.

iVano 365

iVano 365 is a cloud based Workflow Management Software solution for digital dictation. Dictate on the go with iVano Dictate, this smartphone app enables busy professionals to dictate and upload directly to iVano 365. (Available for Apple and Android devices.) The solution is hosted on Microsoft Azure Cloud Platform.

Features

• Workflow management
• Digital Dictation
• Remote access
• Outsourced Transcription
• Document Management
• Real-time reporting
• Digital Dictation Smartphone App

Benefits

• Flexible working, work from anywhere including home or office
• Eliminate unnecessary admin
• Streamline your workflow
• Increase productivity
• Save money
• View your dictation progress
• No searching for dictation on a tape
• Eliminate Dictation Bottlenecks

£15 to £15 a user a month

• Education pricing available
• Free trial available

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 ada@transcribe-uk.com. Tell them what format you need. It will help if you say what assistive technology you use.

Framework

G-Cloud 14

Service ID

375400686358523

Contact

Ada Galloway
01560486652
ada@transcribe-uk.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: IVano 365 is able to integrate with other third-party systems
• Cloud deployment model:
  • Public cloud
  • Private cloud
• Service constraints: The software is self set-up using our set-up wizard. Online support is available via our help-desk.
• System requirements:
  • Internet connection required for upload and download of digital files
  • Use in conjunction with your existing digital dictation software
  • IOS version 12.1 or later
  • Android version 5.0 or later
  • Web Browser
  • Additional hardware (footpedal control for transcription)

User support

• Email or online ticketing support: Email or online ticketing
• Support response times: Queries are responded to on a priority basis. System critical issues will be responded to within 1 hour. If you are struggling we will contact them by phone.
• 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: No
• Support levels: IVano 365 offer online support via our ticketing system. This is backed up by telephone support if required.
• Support available to third parties: Yes

Onboarding and offboarding

• Getting started: Upon requesting a 30 day free trial users complete the sign up form. During set up clients are lead through the procedure using the self set up wizard to add users and allocate resources to users. There is no requirement for onsite installation engineers, therefore no interruption to organisations. iVano 365 is a self set-up solution for users with documentation provided via the website. Additional online support is available if required.
• Service documentation: Yes
• Documentation formats: PDF
• End-of-contract data extraction: Clients download their files using the existing web interface and can then delete them from the workflow system. All client data is removed from the server 14 days from notice of termination.
• End-of-contract process: All data can be downloaded by the client at the end of the contract using the web interface. This process does not require any additional support from iVano 365, however this is available if required at an additional charge. The clients data will be deleted permanently after 14 days after notice of termination.

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
  • MacOS
  • Windows
• Designed for use on mobile devices: Yes
• Differences between the mobile and desktop service: Less important columns are removed from view on mobile devices to allow improved visibility.
• Service interface: Yes
• User support accessibility: WCAG 2.1 A
• Description of service interface: IVano 365 uses an online user interface and is accessed via a web browser. Mobile applications are available through Google Play and Apple Store.
• Accessibility standards: WCAG 2.1 A
• Accessibility testing: Full access with Chrome screen reader.
• API: Yes
• What users can and can't do using the API: User Dashboard gives a visual representation of dictation and document status. New clients add administrators, authors, transcribers and pools using our set-up wizard. Digital dictation files can be auto-assigned to respective secretaries or pools. Users can be added or removed by Admin.
• API documentation: Yes
• API documentation formats: PDF
• API sandbox or test environment: No
• Customisation available: Yes
• Description of customisation: Auto-assignment of dictation can be customised by Admin. A non-interruptive random quality control can be set up by Admin. Email notifications can be enabled/disabled.

Scaling

• Independence of resources: IVano 365 is hosted on Microsoft Azure which features the ability to auto scale according to the demands of the application usage. Increasing or decreasing the resources for applications as required.

Analytics

• Service usage metrics: Yes
• Metrics types: Administrators have access to all information via their Dashboard.
• Reporting types:
  • API access
  • Real-time dashboards
  • Reports on request

Resellers

• Supplier type: Not a reseller

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: Complies with a recognised standard (for example CSA CCM version 3.0)
• 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 CSA CCM v3.0
• Data sanitisation process: Yes
• Data sanitisation type: Deleted data can’t be directly accessed
• Equipment disposal approach: In-house destruction process

Data importing and exporting

• Data export approach: Data is exported using iVano 365 web interface.
• Data export formats: Other
• Other data export formats: .docx
• Data import formats: Other
• Other data import formats:
  • Docx
  • PDF
  • MP3
  • WAV
  • M4a
  • DSS
  • DS2

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)
• 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: Microsoft Azure guarantee to respond to API requests at least 99.95% of the time.
• Approach to resilience: The Azure cloud platform provides a resilient foundation built on world class global infrastructure. Resiliency in Azure supports and advances capabilities that respond to outages in real time to ensure continuous service and data protection assurance for mission-critical applications that require near-zero downtime and high customer confidence.The Microsoft Azure platform is ISO-22301 certified and has demonstrated the ability to prevent, mitigate, respond to and recover from disruptive incidents. As iVano 365 is hosted on this platform it automatically benefits from this resilience.
• Outage reporting: In the event of a disruption to service our clients will be contacted privately via email. We will keep all our clients fully appraised of any ongoing situation and will notify them when the outage is resolved.

Identity and authentication

• User authentication needed: Yes
• User authentication: Username or password
• Access restrictions in management interfaces and support channels: Username and password are required for any access. Administrators have right of access control(ROAC)in their own instance only. New users, including administrators, are required to provide a strong password before they can continue. Authors (person dictating) and transcribers (secretary) have role based access control(RVAC)in their own instance only.
• Access restriction testing frequency: At least once a year
• Management access authentication: Username or password

Audit information for users

• Access to user activity audit information: You control when users can access audit information
• How long user audit data is stored for: User-defined
• Access to supplier activity audit information: You control when users can access audit information
• How long supplier audit data is stored for: Between 1 month and 6 months
• How long system logs are stored for: Between 1 month and 6 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: Yes
• Any other security certifications: Registered with the ICO (Information commissioner's Office UK)

Security governance

• Named board-level person responsible for service security: Yes
• Security governance certified: Yes
• Security governance standards: CSA CCM version 3.0
• Information security policies and processes: IVano 365 is registered with the ICO and is compliant with GDPR and the DPA 1998. Information security is governed by our I.S. Director. We ensure our policies are practical, provide effective documentation, explain the benefits, monitor effectively and recognise and reward compliance. Policies Include; Email Policy Internet Acceptable Usage Policy Software Policy Remote Working Policy Removable Media Policy IT Access Policy Information Security Policy Business Continuity Plan Password Security Policy Data Protection Policy Incident Management Policy

Operational security

• Configuration and change management standard: Conforms to a recognised standard, for example CSA CCM v3.0 or SSAE-16 / ISAE 3402
• Configuration and change management approach: Components of the software are tracked via requirements management, system administration such as data security, user access, change tracking, review, audit, deployment control. Testing the application and its continuous improvements. Maintenance of optional and dependent technologies. Changes are in line with our Change Management Process Define and track status of change Analyze and prioritize change requirements Changes tested rigorously for potential security impact before deployment Monitor and report on changes Users informed of changes.
• Vulnerability management type: Conforms to a recognised standard, for example CSA CCM v3.0 or SSAE-16 / ISAE 3402
• Vulnerability management approach: A third-party perform vulnerability assessments on our network devices and web applications. Credentials for the scan account are protected, monitored, and used only for vulnerability scanning. We deploy automated operating system patch management solution via Azure "Update Management" to ensure the most recent security updates are installed on our Windows VMs. For Windows VMs we ensure Windows Update has been enabled and set to update automatically. Logging and Threat Detection within Azure covers controls for detecting threats on Azure and enabling, collecting, and storing audit logs for Azure services.
• Protective monitoring type: Conforms to a recognised standard, for example CSA CCM v3.0 or SSAE-16 / ISAE 3402
• Protective monitoring approach: Azure security has defined requirements for active monitoring. Service teams configure active monitoring tools in accordance with these requirements. Active monitoring tools include the Microsoft Monitoring Agent (MMA) and System Center Operations Manager. These tools are configured to provide time alerts to Azure security personnel in situations that require immediate action.
• 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: If Microsoft becomes aware of unauthorized access to customer data that's stored on its equipment or in its facilities, or it becomes aware of unauthorized access to such equipment or facilities resulting in loss, disclosure, or alteration of customer data, Microsoft takes the following actions: Promptly notifies the customer of the security incident. Promptly investigates the security incident and provides customers detailed information about the security incident. Takes reasonable and prompt steps to mitigate the effects and minimize any damage resulting from the security incident.

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

Social Value

• Social Value:

  Social Value

  Fighting climate change

  Fighting climate change

  Our Fighting Climate Change Policy is in line with the recommendations made by the scientists at the Grantham Institute, Imperial College, London. We have developed iVano 365 in such a way that clients set up the system themselves onsite. This negates the requirement for anyone to be on premise and therefore reduces the carbon footprint. Meetings are conducted via Teams, Zoom or other technology again reducing the carbon footprint. At our premises we have solar panels, air source heat pump and drive electric cars. Our strict recycling policy covers the recycling of everything possible including donating clothes to charities, reduction of food waste and avoidance of single-use items. We purchase trees from local growers for planting on our land and we also plant trees through other initiatives. We also advise our local community on the technologies that we use and encourage them to use other likewise products. We have reduced our intake of red meats and dairy and are veering towards a more plant based diet. Growing our own fruit and vegetables has become a passion and we also buy fresh organic produce from local communities. We buy products from Earth Breeze and are part of their community who have planted over 50,000 trees, donated over 11 million loads of laundry detergent to charities, cleaned 3,700 pounds of plastic from coastlines, oceans and parks and donated 300,000 meals to those in need. At Christmas we made up Eco-Warrior boxes for family and friends with sustainable and environmentally friendly products to encourage them to do the same. The changes we have made regarding the environmental impact are shared with our friends, family and clients.

Pricing

• Price: £15 to £15 a user a month
• Discount for educational organisations: Yes
• Free trial available: Yes
• Description of free trial: There is a free trial available which lasts for 30 days. Included in the trial is full access to the digital dictation workflow management system software and also the use of our iVano Dictate digital dictation smartphone app for Android and Apple. Dictation hardware is not included.
• Link to free trial: https://app.ivano.uk/signup

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 ada@transcribe-uk.com. Tell them what format you need. It will help if you say what assistive technology you use.