Anexsys Ltd

RelativityOne

Using the world's leading eDisclosure (eDiscovery) platform, our experts will support your document reviews for investigations, public inquiries, inquests, dispute resolution, tribunals, DSARs and FOIA requests. In addition to RelativityOne's standard analytics, we provide a unique range of proprietary enhancements to RelativityOne, including redaction products and audio transcription features.

Features

• Intuitive document review interface
• Fully scalable worldwide cloud hosting service
• Supports advanced analytics and traditional data reduction techniques
• Customisable security options, secure access and auditable log of actions
• Flexible and customisable workflows and integrations to support review needs
• Full EDRM project management delivered by a certified RelativityOne partner
• Smooth integration with other third-party platforms including Microsoft and Google
• Productions and disclosures adapted to your needs and practice directions
• Customisable AI-enhanced solutions that navigate complex investigations while increasing efficiency
• Multiple languages supported at processing and review stages

Benefits

• Access to digital forensic experts (data collection to witness reporting)
• Easy digitisation of documents using in-house printing and scanning teams
• Expert advice on document processing and data reduction techniques
• Analytics features provided at no extra cost to optimise reviews
• Review efficiency savings of 20% from our proprietary platform enhancements
• Access to bespoke solutions from our UK in-house software team
• Customer self-sufficiency achieved through Anexsys training plans
• No charge for sub-15-minute tasks, typically saving 15% fees
• Multi-territory support enabling standardisation of process and training across countries
• Service underpinned by security-cleared teams of UK consultants and developers

£9 a gigabyte a month

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 tenders@anexsys.com. Tell them what format you need. It will help if you say what assistive technology you use.

Framework

G-Cloud 14

Service ID

388193303172142

Contact

Rob Crowley
020 3217 0300
tenders@anexsys.com

Service scope

• Software add-on or extension: No
• Cloud deployment model: Public cloud
• Service constraints: The service does not have any constraints.
• System requirements:
  • At least four cores and 8GB RAM for optimum performance
  • Any currently supported Windows OS running Edge v79+ (Chromium-based)
  • Any currently supported Windows OS running Google Chrome
  • Any currently supported Windows OS running Firefox
  • Any currently supported Mac OS X supporting Safari
  • Any currently supported Mac OS X supporting Chrome
  • Any currently supported Mac OS X supporting Firefox

User support

• Email or online ticketing support: Yes, at extra cost
• Support response times: Our core support hours are Monday to Friday, 08:30 to 18:30. Users can log support requests using our ticketing facility 24/7. Outside of office hours, we will provide an initial response to support requests within three hours. We also offer enhanced support hours covering weekends and bank holidays by prior arrangement.
• 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: Our team will support your project from the first stages of scoping and data collection to the processing, review, and production stages. Our complete onboarding process ensures we understand your needs from the outset. You will have direct access to our security-cleared technical project managers. They all have extensive experience, and a large technical team supports them. Our support team can assist with more complex tasks such as creating layouts, search term reports, applying analytics functionality, and creating productions. We will seek your approval for any additional costs for completing complex tasks.
• Support available to third parties: Yes

Onboarding and offboarding

• Getting started: Our onboarding process starts with a kick-off meeting where we agree on the ordering and engagement process, key contacts, timelines, design templates and workflows, define security arrangements and agree on milestones. We also analyse existing skills within your team and determine what levels of training will be required. We then arrange online or face-to-face training using dummy data. We support all our training with comprehensive user guide documentation. We also support each new case with its own engagement process. With any new case, a scoping call will be required to determine data sources, sizes, whereabouts, and requirements specific to the case, such as de-duplication and search criteria. We will use previously agreed, bespoke templates to set up your new workspace, applying case-specific adjustments as required. We will also provide further training on the specific workspace at this stage so that reviewers are introduced to their case-specific data and workflows.
• Service documentation: Yes
• Documentation formats:
  • HTML
  • ODF
  • PDF
  • Other
• Other documentation formats: MP4
• End-of-contract data extraction: We offer various closure options. We can export the entire database, including all the files, on an encrypted hard drive. Data can then be restored in the future if required. Similarly, we can export the documents with the agreed metadata on an encrypted hard drive. Finally, we can delete all data. We also have options for the source data initially supplied for processing. Such source data can be stored for an agreed period, copied and returned, or deleted from our systems. We will only delete the data from our servers once you have confirmed that you can access your archive. We use forensically sound deletion processes, rendering data irretrievable from our systems.
• End-of-contract process: Deleting data is free of charge, and we do not charge for returning physical evidence within the UK. Our case closure letter outlines upfront the associated costs for each option, and options are priced on a sliding scale, depending on case size. Once archive instructions have been actioned, project data is deleted from our systems, and a certificate of destruction is issued.

Using the service

• Web browser interface: Yes
• Supported browsers:
  • Microsoft Edge
  • Firefox
  • Chrome
  • Safari
• Application to install: No
• Designed for use on mobile devices: Yes
• Differences between the mobile and desktop service: RelativityOne's mobile app for iOS allows users to view and code documents on the go from an iPad or iPhone, as well as access documents, folders, and saved searches from their devices. Users' coding decisions are instantly reflected in RelativityOne. Documents can also be prepared, secured, accessed, searched and referenced offline. Users can also share documents and saved searches with other RelativityOne users. RelativityOne's mobile app allows authorised users to manage users, groups, and workspaces. For peace of mind, the application requires a 6-digit passcode, Touch ID or Face ID, and RelativityOne login credentials. The application supports two-factor authentication.
• Service interface: Yes
• User support accessibility: None or don’t know
• Description of service interface: RelativityOne is a fully cloud-hosted platform that supports document reviews worldwide, from extensive inquiries and complex legal cases to focussed document reviews such as Data Subject Access Requests (DSAR) and Freedom of Information Act Requests (FOIA). You can customise the workspaces and workflows to suit the needs of each review, and we provide full reviewer training from introductory to super-user levels. The interface is intuitive and designed with the needs of non-technical operators in mind, with easy-to-use document viewing and coding panels, together with batching functionality that presents prioritised queues of documents to the reviewing team.
• Accessibility standards: WCAG 2.1 A
• Accessibility testing: RelativityOne supports all browser-level accessibility features. In addition, RelativityOne uses a Web Content Accessibility Guidelines (WCAG) Checklist to test accessibility standards following any development activity. All our proprietary features are fully integrated within the RelativityOne interface and are as accessible as the core RelativityOne product.
• API: Yes
• What users can and can't do using the API: RelativityOne stands out as the sole review platform with an open and extensible API. Our in-house software development team works with clients to maximise the benefits achievable through the API. We pride ourselves on creating custom solutions that seamlessly integrate into the platform. As the only UK eDisclosure service provider that is a RelativityOne development partner and a dedicated software development team, we are in a unique position to leverage the extensibility features of the RelativityOne platform. Our standard RelativityOne offering includes several integrations that are exclusive to us, such as: IMAGE VIEWER helps users review image files by presenting them as a thumbnail grid, allowing rapid selection of relevant items and auto-tagging of those that are not relevant. Image Viewer is more than ten times faster than the native process. This tool also uses machine learning to save time by suggesting auto-completions for image descriptions. RTK-MESSAGE imports data from social media sites such as Facebook to RelativityOne and allows users to review them in a user-friendly manner. Our UK-based SC-cleared software development team frequently works with government and private sector clients, providing solutions to individual requirements.
• API documentation: No
• API sandbox or test environment: Yes
• Customisation available: Yes
• Description of customisation: The RelativityOne platform provides flexibility to enhance and customise the application. Beyond core RelativityOne, we can offer a range of proprietary enhancements to the platform. This capability allows us to build unique workflows and support structured and unstructured datasets. It also allows us to embed other technology platforms. All this ensures that we can continue to meet ever-more complex use cases. Throughout the onboarding process, our team works closely with you to determine the ideal workspace layouts, workflows, and tagging and coding options. Our experts are always available to make adjustments as the case progresses, ensuring a seamless and tailored experience. The platform's robust security features can also be customised to suit your specific needs, down to the user, folder, and document level.

Scaling

• Independence of resources: RelativityOne offers significant elasticity and burstable capacity. RelativityOne commits to keeping up with performance during peak times by increasing server capacity and adapting its infrastructure. RelativityOne is designed to support thousands of simultaneous users without any performance degradation. It is built on Microsoft Azure cloud, which benefits from elasticity, scalability and security, giving you significant efficiency and performance advantages over on-premise solutions. RelativityOne has committed that its users will always have the latest, most up-to-date software from a service, functionality and security measures standpoint, running on a vast global infrastructure.

Analytics

• Service usage metrics: Yes
• Metrics types: We can create customised reports to meet all requirements. Our reports are flexible and able to include broad project statistics (such as the volumes of data processed/hosted and the number of documents in review) as readily as granular metrics (such as the average number of pages reviewed per reviewer per hour or the percentage of review decisions overturned per reviewer). This data can then be presented both graphically and numerically through dashboards. Our experts can also write bespoke scripts to gather information and present it in a user-friendly fashion via alerts and dashboards.
• Reporting types:
  • Real-time dashboards
  • Regular reports
  • Reports on request

Resellers

• Supplier type: Reseller providing extra features and support
• Organisation whose services are being resold: RelativityOne

Staff security

• Staff security clearance: Conforms to BS7858:2019
• Government security clearance: Up to Developed Vetting (DV)

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: Complies with a recognised standard (for example CSA CCM version 3.0)
• Penetration testing frequency: At least every 6 months
• Penetration testing approach: ‘IT Health Check’ performed by a Tigerscheme qualified provider or a CREST-approved service provider
• Protecting data at rest:
  • Physical access control, complying with CSA CCM v3.0
  • Physical access control, complying with SSAE-16 / ISAE 3402
  • 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
• 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: User permissions tightly control document and case report downloads and printing, and explicit permission by case managers is sought before enabling this functionality. Our team completes standard large data exports in accordance with your individual case requirements. We can then use our Secure FTP service or supply data on physical media for you to collect or have couriered to your physical site.
• Data export formats:
  • CSV
  • Other
• Other data export formats:
  • Concordance DAT file (standard legal export)
  • PDF
  • Natives
  • Text files
  • Images
  • Media formats including MP3, MP4 and WAV
  • Platform-specific archive formats
• Data import formats:
  • CSV
  • Other
• Other data import formats:
  • Standard files such as Word, Excel and PDF
  • Concordance DAT file (native, text and metadata files)
  • Raw unstructured data such as PST, AD1 and ZIP files
  • OPT files (images)
  • Media formats including MP3, MP4 and WAV
  • Platform-specific archive formats

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: The platform provides availability of 99.75% of the total number of minutes in each calendar month outside of planned maintenance windows. Our support hours are 08:30 to 18:30, Monday to Friday. Following our initial acknowledgement, you can expect a comprehensive response to low-urgency queries in four business hours, medium-urgency queries in two business hours, and high-urgency queries within one hour, 24/7.
• Approach to resilience: Anexsys is an ISO 27001, ISO 9001 and Cyber Essentials Plus accredited organisation. Our data centres are ISO 27001 and SOC 2 compliant. The processes and security arrangements we have in place (protecting both physical and digital assets) are regularly audited for compliance, internally and externally. We have documented disaster recovery and business continuity procedures. You can view these by request. RelativityOne is built on Microsoft Azure for the most comprehensive compliance coverage. RelativityOne's security team conduct proactive threat intelligence, hunting, and investigations and is committed to constant security innovations and updates, so you always benefit from the most secure version.
• Outage reporting: The platform is actively monitored, and in the event of an outage or significant downtime, our in-house infrastructure team will be notified, and project managers will, in turn, issue email alerts to you. Email alerts will contain detailed information regarding our plans to address the issue(s), the root cause, and the expected length of the outage.

Identity and authentication

• User authentication needed: Yes
• User authentication:
  • 2-factor authentication
  • Username or password
• Access restrictions in management interfaces and support channels: User access is configured to match the job roles of employees and clients. Permissions are highly granular and flexible. Permissions can control which databases and data can be accessed, which application functions can be used, and access to the administrator interface. An increased level of access is required to import and configure data into the platform and administrative tasks.
• 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: 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: 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: Schellman & Company, LLC
• ISO/IEC 27001 accreditation date: 06/01/2015
• What the ISO/IEC 27001 doesn’t cover: Our accreditation covers all of our services.
• ISO 28000:2007 certification: No
• CSA STAR certification: No
• PCI certification: No
• Cyber essentials: Yes
• Cyber essentials plus: Yes
• Other security certifications: Yes
• Any other security certifications:
  • HIPAA
  • FedRAMP
  • SSAE-16 SOC 1 and SOC 2
  • ISO 27018

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: Anexsys’ policies for handling client data are laid down by our parent, Consilio, and ensure that data and devices are stored securely and protected from unauthorised access while in our possession. We treat all client data as confidential. Our enterprise privacy structures and policies ensure that we meet international, EU and UK privacy regulations. These include the Data Protection Act 2018, the General Data Protection Regulations, the Computer Misuse Act 1990, Part 2 of the Serious Crime Act 2015, the Communications Act 2003, the Regulatory and Investigatory Powers Act 2000, GDPR, HIPAA, ITAR, CCPA, and others. They also include HMG security requirements such as security considerations for protecting OFFICIAL information on a corporate network, the Cloud Security Principles, End User Device security guidance and Browser Security guidance. Compliance with ISO standards ensures that we are committed to meeting your needs and protecting our information and data. Completing regular internal and external audits of our quality and information security management systems is a mechanism to show that we are continually improving and learning.

Operational security

• Configuration and change management standard: Supplier-defined controls
• Configuration and change management approach: We control changes to operational software, system upgrades, application module upgrades, vendor-supplied software, product enhancements, and patches through our change management procedure, detailed in our information security management system. Changes are requested through our ticketing system, including full details and a risk assessment for approval. A member of our management team must approve any change where there is a possible alteration to any security controls, a financial cost, or a third-party authorisation is required. Once approved, the infrastructure team follows a specific implementation procedure, including planning, testing, backups, and version control.
• Vulnerability management type: Supplier-defined controls
• Vulnerability management approach: RelativityOne's security team is responsible for vulnerability management. Weekly maintenance is conducted on the platform to apply OS and application patches.
• Protective monitoring type: Supplier-defined controls
• Protective monitoring approach: RelativityOne has built its custom monitoring solution within the Microsoft Azure platform. User activity is logged, and audit logs are retained even if the user is disabled from the system.
• Incident management type: Supplier-defined controls
• Incident management approach: In the event of a verified information security incident, we will inform you as soon as possible. From that point on, the incident manager will handle all communication. We will provide a substantive update (e.g., the nature of the incident and affected data) within 24 hours and updates every 24 hours thereafter until the incident is resolved.

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
  • Covid-19 recovery
  • Tackling economic inequality
  • Equal opportunity
  • Wellbeing

  Fighting climate change

  We operate as a highly distributed company, with many employees working remotely. Our operating model minimises our need for physical office space and employees' commute requirements, minimising our corporate energy footprint. We incorporate environmental sustainability practices into our operations where feasible through, e.g., leasing office space in Energy Star labelled or LEED-certified properties and using Energy Star equipment where practicable. We encourage employees to use energy-saving practices, including turning lights off in unused spaces, turning computers off and printers to idle when not in use, providing recycling bins in common areas/break rooms, using energy-efficient light bulbs, and installing window shades to reduce heat. As part of our commitment to minimising the environmental impacts of our business, we recently formed an Employee Affinity Group focused on sustainability. Members of this group will work to identify and roll out sustainable business practices, promote sustainability, and engage with local communities to support sustainable practices. As part of our commitment to environmental sustainability, we have partnered with "Greener Litigation", an initiative to reduce the environmental impact of dispute resolution. We are actively promoting its Greener Litigation Pledge among our clients. This pledge commits clients to take proactive measures to minimise the environmental impact of their practices and reduce emissions. The pledge outlines four specific actions clients should undertake, all aligned to limit global warming to 1.5°C.

  Covid-19 recovery

  We recognise the need to continue to support our local communities in their COVID-19 recovery. We have retained our more flexible, remote delivery model for staff, including outsourced review, rather than returning to a centralised, office-based approach. Through COVID-19, we recognised that we can maintain service, quality and security while delivering in a manner adaptable to the needs of working families, the less able, and others who find it challenging to attend city-centre office locations full-time. As a result, we have provided more opportunities to a broader range of community members, including those who struggle to find suitable skilled employment through no fault. We are also committed to investing financial resources, offering staff time (including mentoring via the Social Mobility Foundation) and making charitable donations. Our staff committee agree on the charities we support annually, and examples of our charitable work in 2023 include participation in The London Legal Walk (which provides life-changing legal advice to those in need) and the Royal Parks Half Marathon (raising money for over 1,000 UK charities including the Royal Parks, British Heart Foundation, Cancer Research UK, GOSH, Mind, and Tommy's) and charitable donations to AgeUK, Mind and Homeless.org (selected due to their focus on community support and recovery from COVID-19). We have teamed up with several schools and sixth-form organisations to provide work experience placements and career talks, and we offer three work experience placements every school year. We have also signed the Save the Children pledge, calling on governments worldwide to fund a global vaccine programme fully. This allowed countries with more vaccines than they needed to share their surplus provision with other countries to ensure that global vaccine supply met demand.

  Tackling economic inequality

  We advertise all vacancies publicly using a wide range of fora and use double-masked shortlisting to prevent unconscious bias. Our offices are wheelchair accessible, and all requests for reasonable adjustments are accepted. Our platforms have accessibility features, including high-contrast displays, large fonts, screen readers and Braille display compatibility. We provide free training on eDisclosure via the Social Mobility Foundation, which we developed specifically to support the disadvantaged in skilled employment. We retain contact with course participants, providing advice and mentorship as they move towards their career goals. We use consultants EmployAbility to improve inclusivity and have created training to enhance understanding of disability in the workplace. We are an Armed Forces Covenant signatory. We encourage applications from ex-law enforcement and veterans (via the Career Transition Partnership and Forces Families Jobs Forum). We have adopted the Halo Code to ensure that our policies do not unintentionally prevent diversity and have signed BITC’s Race at Work charter. We also work with Aspiring Solicitors (part of the Diversity Access Scheme) to help diverse candidates secure training contracts with UK law firms. We work with Amber, a charity for young homeless and long-term unemployed people. We support them by providing counselling sessions, fundraising for bed space, and IT basics training sessions. We also help DABD support NEETs in London to achieve employment and social mobility by helping them with their events.

  Equal opportunity

  Our Client Advisory Board (CAB) includes representatives from 13 corporate and law firm customers who are part of their organisations' leadership teams and actively involved in D&I work. The CAB provides guidance, with all parties sharing ideas and advice for improvement. In 2021, we launched a programme to give our clients diversity metrics for the teams assigned to their matters. Our group has had a Diversity & Inclusion (D&I) programme since 2018. We are a group signatory of the CEO Action for Diversity & Inclusion, the most significant CEO-driven business pledge to advance these values within the workplace. We report and analyse the demographic metrics of our workforce annually. In 2020, our group launched a series of campaigns to encourage more employees to voluntarily self-identify their diverse characteristics, including race/ethnicity, gender, veteran status, age and disability status. Those efforts gathered more complete data on Priority Groups to improve our ability to analyse and set goals. Now that we have obtained more complete data, we can develop benchmarks for recruiting, hiring, promoting and overall workforce composition. We have established several employee affinity groups to foster our inclusive culture and support a diverse workforce. We support dozens of VCSE organisations whose missions are to promote diversity, equality, and inclusion, as well as those that provide resources for underserved members of our communities. This support includes financial contributions and our employees' donations of time and talent. We also promote D&I in our profession through marketing campaigns and social media. One example is delivering lunches to the healthcare professionals who support our communities. Our group has supported LawWorks UK, London Legal Support Trust and AgeUK this year.

  Wellbeing

  Our Health & Wellness Affinity Group’s mission is to help our staff grow a strong foundation of health & wellness through best practices, provide appealing integrative programmes and direct the investment of business resources in ways that promote healthy, sustainable working practices. Examples of initiatives include virtual 5k events, meditation, our Employee Assistance Programme, on-demand wellness classes (provided by Wellbeats) and free, independent financial advice on tax, budgeting and pensions. We have introduced a series of stress management webinars to give our staff tools to support them in everyday life and achieve a better work-life balance. In addition, we also have monthly training sessions on business and wellbeing subjects, such as Health & Safety when working from home, Equality & Diversity and LGBTQ+ awareness. Staff are encouraged to attend the monthly session with their peers to stimulate participation. Our staff are also automatically enrolled on our healthcare provider, Unum, which offers many health-related benefits. Unum also provides a 24/7 support hotline, allowing our employees unlimited access to information, advice and emotional support throughout the year. There is an option for staff to upgrade to Vitality, which offers even more health benefits and is subsidised by the business.

Pricing

• Price: £9 a gigabyte a month
• Discount for educational organisations: No
• Free trial available: No

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 tenders@anexsys.com. Tell them what format you need. It will help if you say what assistive technology you use.