QUADIENT UK LIMITED

Digital Mailroom, Data Capture, Filestore, Electronic Document Management & Back-Scanning

Filestore EDM electronic document management and data capture systems enable businesses to manage document-based information securely and more productively from any source. Digital Mailroom Bundle offers a full outsource service to our managed service centre with documents released to FileStore.

Features

• Web-based document management system with a simple intuitive interface
• Easy integration with a wide range of applications
• Document process automation from any source
• Find any information within seconds from a common search interface
• Fast track your business and legislation compliance projects
• Full redaction capability for keywords and phrases
• Data Capture from paper, email, mobile and web
• Outsourced paper back scanning for ingestion into Filestore
• Access restrictions locked down to folder and document level
• Document agnostic

Benefits

• One system for all of your business documents
• Reduced training and software cost
• Reduced support costs
• Fast and low-cost system rollout
• Only one simple user interface for everyone
• Access any information, anytime, anywhere
• Full outsourced offering
• Assists with Data Subject Access Requests & Redactions
• Access documents from any device
• Data extraction from any source

• Education pricing 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 bids.uk@quadient.com. Tell them what format you need. It will help if you say what assistive technology you use.

Framework

G-Cloud 15

Service ID

416073469919107

Contact

Adam Smith
07725 826750
bids.uk@quadient.com

About your service

• Service categories:

  Applications

  Content workflow and management

  • Capture
  • Document
• Multi cloud support: No

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: Digital Mailroom automation; Core business systems e.g. ERP, Finance, HR, CRM, Practise Management Systems, Claims Management, SharePoint
• Cloud deployment model: Private cloud
• Service constraints: Planning maintenance arrangements
• System requirements: Microsoft Windows

User support

• Email or online ticketing support: Yes
• Support response times: Standard service includes within 2 hours during normal business hours.; Extended support options are available for out of 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: Standard support level:; High severity - Target Resolution time 4 hours; Medium severity - Target Resolution time within 8 hours; Low severity - Target Resolution time within 16 working hours; Other support levels are custom contracts.; Support provides access to the technical support team. Depending on support cases an individual technical account manager may be assigned.
• Support available to third parties: Yes

Onboarding and offboarding

• Getting started: Training is provided via onsite training, remote or user documentation. Most typically a 'train the trainer' approach is used
• Service documentation: Yes
• Documentation formats: PDF
• End-of-contract data extraction: All data is held in common database formats and documents in their native formats. At the end of a contract these can be provided back to the customer. Typically an exit arrangement is pre-agreed to define the format and transfer method.
• End-of-contract process: Data export and document extract is included in native formats according to how they are held. Bespoke formatting or providing assistance in understanding data structures may be additional on a day rate basis
• Documentation accessibility standard: WCAG 2.2 AA

Using the service

• Web browser interface: Yes
• Supported browsers:
  • Microsoft Edge
  • Firefox
  • Chrome
  • Other
• Application to install: No
• Designed for use on mobile devices: No
• Service interface: No
• User support accessibility: WCAG 2.2 AA
• API: Yes
• What users can and can't do using the API: Web Service API is available for easy integration with other applications and systems.; Not all features are available through the web services API
• API documentation: Yes
• API documentation formats: PDF
• API sandbox or test environment: Yes
• Customisation available: Yes
• Description of customisation: Customisation is conducted via our technical services team. Customisation can include branding, implementing custom business logic, configuration and third party system integration.

Scaling

• Independence of resources: The system is mono-tenanted so scaled according to usage. Dedicated system resources are allocated for each customer

Analytics

• Service usage metrics: Yes
• Metrics types: Number of active users; User activity; Volume of documents; Volume of storage
• Reporting types:
  • Real-time dashboards
  • Regular reports
  • Reports on request
• Resource tagging: No
• FOCUS resource tagging: No

Resellers

• Supplier type: Not a reseller

Staff security

• Staff security clearance: Other security clearance
• Government security clearance: 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: Managed by a third party
• Penetration testing frequency: At least once a year
• Penetration testing approach: ‘IT Health Check’ performed by a CHECK service provider
• Protecting data at rest: Physical access control, complying with another standard
• Data sanitisation process: Yes
• Equipment disposal approach: Complying with a recognised standard, for example CSA CCM v4.0, CAS (Sanitisation) or ISO/IEC 27001
• Data sanitisation type:
  • Deleted data can’t be directly accessed / Cryptographic Erasure
  • Explicit overwriting of storage before reallocation / Secure Erase

Data importing and exporting

• Data export approach: On a day to day basis authorised users can download data and documents from the application directly
• Data export formats:
  • CSV
  • Other
• Other data export formats:
  • ZIP
  • RTF
  • XLSX
• Data import formats:
  • CSV
  • Other
• Other data import formats:
  • JSON
  • XML

Data-in-transit protection

• Data protection between buyer and supplier networks:
  • Private network or public sector network
  • TLS (version 1.2 or above)
  • IPsec or TLS VPN gateway
• 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: 99% uptime with 1% credit below this
• Approach to resilience: Available upon request
• Outage reporting: E-mail alerts

Identity and authentication

• User authentication needed: Yes
• User authentication:
  • Limited access network (for example PSN)
  • Dedicated link (for example VPN)
  • Username or password
• Access restrictions in management interfaces and support channels: Management interfaces are accessible via privileges which are maintained by the end customer.; Support channels are accessible by a controlled list pre-approved users.
• Access restriction testing frequency: At least once a year
• Management access authentication:
  • Limited access network (for example PSN)
  • 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

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: ISO27001 certification; An Information Management Forum exists that establishes responsibilities and lines of internal communication within the Information Security Management System
• Software Security Code of Practice: Yes

Operational security

• Configuration and change management standard: Supplier-defined controls
• Configuration and change management approach: Change Control is managed by the Change Procedure which covers:; ; Changes to firewalls excluding opening IP addresses for customers; Installing any software or application update on a live server; Making modifications to the configuration of a server
• Vulnerability management type: Supplier-defined controls
• Vulnerability management approach: Vulnerability Management Policy as defined by ISO27001
• Protective monitoring type: Supplier-defined controls
• Protective monitoring approach: Protective Monitoring Policy as defined by ISO27001
• Incident management type: Supplier-defined controls
• Incident management approach: Incident Management Policy as defined by ISO27001
• Post-quantum cryptography secure: No

Secure development

• Approach to secure software development best practice: Conforms to a recognised standard, but self-assessed

Public sector networks

• Connection to public sector networks: Yes
• Connected networks: Public Services Network (PSN)

Pricing

• Discount for educational organisations: Yes
• Free trial available: No

Discount percentage by annual call-off contract value (excluding VAT)

• Less than £250,000: 0%
• Between £250,000 and £500,000: 0%
• Between £500,001 and £1,000,000: 0%
• Between £1,000,001 and £2,500,000: 0%
• Between £2,500,001 and £5,000,000: 0%
• Over £5,000,001: 0%

Non-mandatory Standards and certifications

• ISO/IEC 27001 certification: Yes
• Who accredited the ISO/IEC 27001: DNV
• ISO/IEC 27001 accreditation date: Saturday 1 November 2025
• What the ISO/IEC 27001 doesn’t cover: This certificate is valid for the following site scope:; The security and privacy of all information and data assets Quadient use for the delivery of all core activities surrounding the provision of a range of communication solutions in accordance with the Quadient UKI & CEI Statement of Applicability version 1.0
• ISO 28000:2022 certification: No
• ISO 9001 certification: Yes
• Who accredited the ISO 9001 certification: DNV
• ISO 9001 accreditation date: Tuesday 3 June 2025
• What the ISO 9001 doesn’t cover: This certificate is valid for the following scope:; The marketing, sales, provision, installation and maintenance of mailing and document handling equipment and parcel lockers. The marketing, sales and support of customer communication solutions
• Quality management systems (QMS): Yes
• CSA STAR certification: No
• PCI certification: No
• Cyber essentials: No
• Cyber Essentials Alternative: None of the criteria
• Cyber essentials plus: Yes
• Please provide your Cyber Essentials Plus Certificate Number: C795b54f-685b-4494-91c1-4ccb64625516
• Other security certifications: No

Social value

• Section B - Commitment for Future: Delivery:

  • Mission: Break down barriers to opportunity: By reforming our childcare and education systems, to make sure there is no class ceiling on the ambitions of young people in Britain

    Policy Outcome 7: Creating a pipeline of opportunities: For the contract workforce, reducing barriers to entry for under-represented groups.

    • Understanding of the issues affecting the development of new skills by target cohort
    • Understanding of the underlying factors affecting improvements to reduce barriers to entry and training schemes for the target cohort(s) related to the contract workforce
    • Other measures to offer development opportunities for the target cohort(s) in the contract workforce
    • Advertising, promotional and outreach activities designed to raise awareness of the offer to reach the target cohort

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 bids.uk@quadient.com. Tell them what format you need. It will help if you say what assistive technology you use.