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AXIA DIGITAL LTD

Digital Organisational Compliance and Evidence Management

A configurable SaaS service for collecting, managing and assessing organisational evidence to demonstrate compliance against defined standards or frameworks. Organisations upload policies, records and supporting evidence, reviewers assess compliance, and administrators monitor status, gaps and audit readiness using dashboards and reports.

Features

  • Configurable compliance frameworks aligned to organisational standards
  • Secure upload of policies, records and supporting evidence
  • Evidence review and approval workflows with role-based permissions
  • Compliance status dashboards showing progress and outstanding gaps
  • Version control and audit trails for all submitted evidence
  • Role-based access for contributors, reviewers and administrators
  • Configurable evidence requirements per standard or framework
  • Reporting tools for audit preparation and compliance oversight
  • Secure API for integration with external organisational systems
  • Hosted SaaS solution with UK data residency

Benefits

  • Simplifies organisational compliance evidence collection and management
  • Improves visibility of compliance status and risk areas
  • Reduces administrative effort preparing for audits
  • Supports consistent and auditable compliance assessments
  • Enables structured evidence review across multiple stakeholders
  • Centralises compliance records in a secure digital service
  • Reduces reliance on spreadsheets and manual document handling
  • Supports ongoing compliance, not just point-in-time audits
  • Scales across organisations of different sizes and sectors
  • Provides confidence when demonstrating compliance to regulators

Pricing

  • Education pricing available

Service documents

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Framework

G-Cloud 15

Service ID

5 0 1 5 9 9 4 7 5 6 2 3 4 9 9

Contact

AXIA DIGITAL LTD Richard Etheridge
Telephone: 07887954199
Email: enquiry@axia.email

About your service

Service categories

Applications

Content workflow and management

  • Capture
  • Document

Content services

  • Enterprise Content Management Applications
  • Content Sharing and Collaboration Applications

Enterprise portals and digital workspaces

  • Multi-Audience Portals
Multi cloud support
No

Service scope

Software add-on or extension
No
Cloud deployment model
Public cloud
Service constraints
The service operates with standard planned maintenance windows, normally outside UK working hours, and advance notice is provided to all clients.

Service availability is at least 99.9%, excluding agreed maintenance periods.

Access requires an internet connection and a modern web browser. No specific hardware is required.

Emergency maintenance may occasionally be necessary to maintain security or performance, with notice given wherever possible.
System requirements
  • Reliable internet connection.
  • Modern HTML5 web browser.
  • JavaScript and cookies enabled.
  • No local installation required.
  • Works on desktop or mobile.

User support

Email or online ticketing support
Yes
Support response times
We respond to all support requests within one working day.

Support is available Monday to Friday, 09:00–17:00 (UK time), excluding public holidays.

Critical or emergency issues reported by contract holders outside these hours are monitored and actioned through our out-of-hours escalation process.
User can manage status and priority of support tickets
Yes
Online ticketing support accessibility
WCAG 2.2 A
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
Axia Digital Ltd provides a single, comprehensive support level for all SaaS clients as part of the annual subscription. Support is delivered directly by Axia’s in-house team, including technical specialists and account managers familiar with each client’s configuration.

Support is available Monday to Friday, 09:00–17:00 (UK time), excluding public holidays. Users can raise requests via email or the online osTicket system, where all queries are tracked, prioritised, and monitored to resolution.

Typical response times are within one working day, with critical system issues prioritised immediately through an out-of-hours escalation route available to contract holders.

All clients are assigned a named Account Manager who acts as the main point of contact for both operational and strategic support. Technical specialists (cloud engineers and developers) are engaged directly for service performance, integration, or configuration assistance.

Support is included at no additional cost within the annual licence and hosting fee. Optional consultancy, data migration, or bespoke development work can be quoted separately if required.

This model ensures rapid response, continuity of knowledge, and direct access to the Axia team responsible for hosting, maintenance, and ongoing service development.
Support available to third parties
Yes

Onboarding and offboarding

Getting started
Axia Digital provides a structured onboarding process tailored to each client. We deliver online training sessions for administrators and end users, supported by comprehensive user documentation and quick-start guides.

Each implementation begins with a detailed onboarding and configuration workshop to understand the client’s processes, terminology, assessment models and reporting needs. Based on this, we configure the platform’s forms, workflows, roles, dashboards and branding to match the organisation’s requirements. User-management setup and data migration are completed collaboratively to ensure accuracy and continuity.

Onboarding is delivered as a defined onboarding project, with agreed milestones, configuration reviews and formal sign-off points. Clients also receive an intensive support period following go-live, during which our team responds rapidly to questions, fine-tunes configuration, and supports early adoption.

Optional onsite training can be arranged where required, and follow-up sessions are available to help clients embed best practice and gain maximum value from the platform.

Clients are assigned a dedicated account manager throughout onboarding and the contract period to ensure a smooth transition and confident adoption.
Service documentation
Yes
Documentation formats
PDF
End-of-contract data extraction
At the end of the contract, Axia Digital provides a complete and secure extraction of all client data. We supply the dataset in open, non-proprietary formats to ensure long-term usability and ease of migration to alternative systems. Typically, this includes CSV, XML or JSON exports covering all key data entities such as users, roles, forms, assessments, evidence files, logs, audit trails and reporting outputs.

We can also provide a corresponding data schema to explain field structures, relationships and any configuration-specific elements that were implemented for the client. All evidence attachments (documents, images and media files) are supplied in their native file formats, organised in a structured folder hierarchy that aligns with the exported metadata.

Data is transferred via a secure method agreed with the client, such as encrypted download, SFTP or encrypted physical media where required. Clients may request a test extraction before the end of the contract to verify structure and completeness.

If desired, Axia Digital can provide additional consultancy to support data mapping or transformation into the client’s target system. All data extraction services are delivered in accordance with GDPR, with Axia securely deleting all client data after written confirmation that the extraction has been received and validated.
End-of-contract process
At the end of the contract, Axia Digital works with the client to ensure a smooth and controlled transition. The service will remain available until the agreed contract end date, allowing clients to complete any final administrative tasks, extract reports, and prepare for migration.

A standard service closure meeting is included in the contract price. This covers confirmation of the contract end date, review of outstanding actions, and agreement of the data extraction approach. Clients retain access to their data throughout the contract period, and can use built-in reporting and export tools at no additional charge.

If a full structured end-of-contract data extraction is required, including comprehensive exports, attachment packaging, data schema provision and secure transfer, this may incur an additional cost unless explicitly included in the contract. This reflects the technical work involved in preparing, validating and transferring large datasets and associated files. Additional consultancy to support data mapping or migration into a new system is also chargeable.

Once the client confirms that all required data has been received and validated, Axia Digital will securely delete all remaining data in line with GDPR and the client’s retention requirements. A deletion certificate can be provided upon request.
Documentation accessibility standard
WCAG 2.2 AA

Using the service

Web browser interface
Yes
Supported browsers
  • Microsoft Edge
  • Firefox
  • Chrome
  • Safari
  • Opera
  • Other
Application to install
No
Designed for use on mobile devices
Yes
Differences between the mobile and desktop service
Axia Digital’s SaaS platform has been fully designed using a mobile-first responsive interface, ensuring seamless access across smartphones, tablets, laptops and desktops. All key functions — evidence upload, form completion, feedback, and dashboard viewing — are available on mobile devices. The layout automatically adjusts to screen size for readability and touch navigation. Some administrative tasks, such as bulk data management and reporting, are optimised for larger screens but remain accessible on mobile if required. No separate mobile app is needed; users access the platform securely through their device’s standard web browser.
Service interface
Yes
User support accessibility
WCAG 2.2 AA
Description of service interface
The service includes a secure web-based interface accessible through any modern browser. It provides role-based dashboards and navigation for learners, assessors, administrators, and system managers. Users can view, submit, and review evidence, manage assessments, and generate reports within the same interface. Administrative users have configuration options to manage forms, users, and reporting features.
Accessibility standards
WCAG 2.2 AA
Accessibility testing
Axia Digital has undertaken accessibility testing with users employing assistive technologies such as screen readers, keyboard-only navigation, and high-contrast modes. Tests were performed internally and through client feedback from users with accessibility requirements in higher education and healthcare settings. The interface was assessed against WCAG 2.1 AA standards for readability, navigation, and input control. Regular accessibility audits are completed during major updates, and user feedback informs continuous improvement. Where issues are identified, remediation actions are prioritised and verified through re-testing before release to production.
API
Yes
What users can and can't do using the API
Axia Digital provides a secure RESTful API that enables authorised clients to integrate external systems such as learning management systems (LMS), student record systems, or identity management platforms. Through the API, users can create, update, and retrieve data related to users, courses, assessments, evidence items, and progress records.

API access is provisioned on request and controlled via JSON Web Token (JWT) authentication. Clients can automate data synchronisation and reporting but cannot alter core system configuration, database structures, or access management rules.

Setup and configuration assistance are provided during onboarding, ensuring safe integration and testing before production use.
API documentation
Yes
API documentation formats
PDF
API sandbox or test environment
Yes
Customisation available
Yes
Description of customisation
Axia Digital customises the service interface for each client to reflect their branding, structure, and terminology. Buyers can access a suite of administration tools that enable them to manage users, assign roles, export reports, and, where enabled, modify selected digital forms and workflows.

In addition, Axia Digital hand-crafts APIs to each client’s requirements, allowing the secure pushing and pulling of data between external systems such as LMSs, HR, or student record systems.

Customisation is carried out collaboratively between Axia Digital and the client’s administrators to ensure alignment with operational needs, governance requirements, and ongoing support.

Scaling

Independence of resources
Axia Digital ensures users are not affected by other organisations’ demand through a segmented resource model. Clients are grouped on shared resources based on organisational size, usage patterns and expected load, ensuring balanced performance. Larger or high-demand clients can be allocated dedicated resources where required.

Each client operates on an isolated database, with performance monitored to maintain stable service levels. Capacity is managed proactively, with resources increased or reallocated as needed to prevent contention. This approach ensures consistent performance regardless of activity from other users or organisations.

Analytics

Service usage metrics
Yes
Metrics types
Axia Digital provides usage metrics covering user activity, logins, form submissions, assessment activity, evidence uploads, completion rates and system performance indicators. Administrators can view participation levels, workflow progress, assessor activity and engagement across cohorts or programmes. Additional metrics include account creation, active versus inactive users, and reporting output usage. These metrics help organisations monitor adoption, track compliance and identify areas requiring support or intervention.
Reporting types
  • API access
  • Real-time dashboards
  • 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
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
Yes
Datacentre security standards
Managed by a third party
Penetration testing frequency
At least every 6 months
Penetration testing approach
Another external penetration testing organisation
Protecting data at rest
  • Physical access control, complying with CSA CCM v4.0
  • Physical access control, complying with SSAE-18 / ISAE 3402
  • Encryption of all physical media
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
  • Data Erasure

Data importing and exporting

Data export approach
Users can export their data at any time using the platform’s built-in reporting and export tools. Administrators can download user lists, activity logs, assessment data, forms and reporting outputs in CSV or Excel formats directly through the interface. Evidence files, such as documents and images, can be downloaded individually by users.

For full dataset exports, Axia Digital can provide a structured extraction that includes all records and attachments, supplied in open formats such as CSV, XML or JSON. This can be requested during the contract and is delivered through a secure transfer method agreed with the client.
Data export formats
  • CSV
  • Other
Other data export formats
  • CSV
  • JSON
  • XML
  • HTML
  • ZIP
Data import formats
  • CSV
  • Other
Other data import formats
  • Custom imports prepared by Axia Digital
  • Agreed REST API using Axia API Service

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
Axia Digital guarantees a service availability of 99.9 percent, measured monthly and excluding agreed maintenance windows. Availability covers access to the platform, core functionality and database services hosted in Microsoft Azure UK South. Planned maintenance is scheduled outside UK working hours wherever possible and communicated in advance.

If availability falls below the guaranteed level, Axia Digital will provide service credits, applied against the next invoice or renewal period. Credits are calculated based on the duration and impact of the service interruption. Service credits are the sole financial remedy for reduced availability.

For clients requiring enhanced resilience, Axia Digital can deploy their service within a high-availability failover environment, providing additional redundancy at infrastructure and application layers. This option can significantly increase resilience but may impact overall service costs due to additional hosting, configuration and monitoring requirements.

Service availability is continuously monitored, with incidents logged, escalated and resolved according to our incident management process. Post-incident reviews are completed for any service-affecting issues to prevent recurrence.
Approach to resilience
Details of our resilience architecture are available on request and tailored client by client. Axia Digital designs each deployment to match the organisation’s scale, usage profile and resilience requirements. This can include dedicated environments, database redundancy, regional resilience options and high-availability configurations where required.

All services are hosted within Microsoft Azure UK South, which provides physical datacentre resilience, redundant power and networking, and certified processes for failover and continuity. Additional resilience options, such as enhanced failover environments, can be implemented for clients that require higher levels of redundancy.
Outage reporting
Axia Digital reports outages directly to affected clients via email alerts, providing details of the issue, expected impact and ongoing updates until service is restored. We also notify the client’s nominated contacts for any service-affecting incident.

A public dashboard is not used, and outages are not reported via API. Post-incident summaries can be provided on request, including root-cause analysis and actions taken to prevent recurrence.

Identity and authentication

User authentication needed
Yes
User authentication
  • Multi-Factor Authentication (MFA)
  • Identity federation with existing provider (for example Google Apps)
  • Username or password
Access restrictions in management interfaces and support channels
Access to all management interfaces is restricted using role-based access control, ensuring only authorised Axia Digital staff can view or modify configurations. Administrative access requires strong authentication and is limited to named personnel with appropriate responsibilities.

Access to support channels such as osTicket and email is likewise restricted to authorised support and technical staff. Ticket data is segregated by client, and sensitive information is handled in line with ISO 27001 and Cyber Essentials Plus controls. No unauthorised staff or third parties can access management interfaces or support channels.
Access restriction testing frequency
At least once a year
Management access authentication
  • Multi-Factor Authentication (MFA)
  • Identity federation with existing provider (for example Google Apps)
  • 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
At least 12 months
Access to supplier activity audit information
Users contact the support team to get audit information
How long supplier audit data is stored for
At least 12 months
How long system logs are stored for
At least 12 months

Security governance

Named board-level person responsible for service security
Yes
Security governance certified
Yes
Security governance standards
  • CSA CSM version 4.0
  • ISO/IEC 27001
Information security policies and processes
Axia Digital maintains a comprehensive suite of information security policies aligned to ISO/IEC 27001, Cyber Essentials Plus, and the government’s Cloud Security Principles. Policies cover access control, secure development, data protection, incident management, change control, vulnerability management, backup and recovery, supplier management and staff responsibilities. All policies are reviewed annually or following any significant organisational or technical change.

Security governance is overseen by the Managing Director, who holds board-level responsibility for service security. Operational security is led by the Development Team Lead and Security Manager, who reports directly to the board through scheduled meetings and the company’s risk and change management processes.

Compliance with policies is enforced through mandatory staff security training, role-based access control, structured onboarding and off-boarding, and monitoring of system activity. Axia Digital undergoes annual Cyber Essentials Plus certification, providing independent assurance of security controls and technical testing of devices and systems.

Monthly automated vulnerability scanning, dependency checking and penetration testing feed into our internal remediation workflow. All incidents are handled through a defined response process, including classification, escalation, communication and post-incident review.

Policies apply to all employees and contractors, with contractual and technical controls ensuring that security responsibilities are clearly understood and consistently followed.
Software Security Code of Practice
Yes

Operational security

Configuration and change management standard
Supplier-defined controls
Configuration and change management approach
Axia Digital operates supplier-defined configuration and change management processes aligned to ISO/IEC 27001, ISO 9001 and Cyber Essentials Plus. Controls cover code management, peer review, testing, deployment approval, version control, rollback procedures and audit logging. Underlying hosting is delivered through Microsoft Azure, while all application-level configuration and change processes are fully governed and documented by Axia Digital.
Vulnerability management type
Supplier-defined controls
Vulnerability management approach
Your vulnerability management process is designed and operated by Axia Digital, including:

- monthly AppCheck automated penetration testing
- automated dependency and library vulnerability scanning
- patching and remediation workflow
- Cyber Essentials Plus annual testing
- ISO 27001–aligned processes
- internal risk assessment and change control

These are your own organisational controls, not Azure’s datacentre certifications.
Protective monitoring type
Supplier-defined controls
Protective monitoring approach
Axia Digital uses layered protective monitoring combining application logs, Azure security services and external oversight. The service is protected by the Azure Web Application Firewall (WAF), which blocks malicious traffic and alerts on suspicious activity. Azure’s 24/7 Security Operations Centre (SOC) provides continuous threat detection, log analysis and infrastructure alerting. Our VSOC service reviews security events, vulnerability findings and anomalies.

Potential compromises are identified through unusual access patterns, failed logins, WAF alerts or configuration changes. Incidents are escalated immediately, with investigation, containment and remediation carried out at once. Critical issues are prioritised, with client notification and post-incident review completed promptly.
Incident management type
Supplier-defined controls
Incident management approach
Axia Digital operates a documented incident management process aligned to ISO 27001, ISO 9001 and Cyber Essentials Plus. We maintain pre-defined procedures for common events including outages, access issues, performance problems and security alerts. Incidents are logged, prioritised and escalated based on severity.

Users report incidents via email or the online ticketing system (osTicket). Critical issues are escalated immediately to the Security Manager and Managing Director. Clients receive regular updates until resolution.

After resolution, Axia Digital provides an incident summary or full incident report, including root cause and corrective actions. All service-affecting incidents undergo post-incident review to ensure continual improvement.
Post-quantum cryptography secure
No

Secure development

Approach to secure software development best practice
Supplier-defined process

Public sector networks

Connection to public sector networks
No

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
1%
Between £500,001 and £1,000,000
2%
Between £1,000,001 and £2,500,000
3%
Between £2,500,001 and £5,000,000
5%
Over £5,000,001
7%

Non-mandatory Standards and certifications

ISO/IEC 27001 certification
Yes
Who accredited the ISO/IEC 27001
Citation ISOCertification Limited
ISO/IEC 27001 accreditation date
Thursday 6 March 2025
What the ISO/IEC 27001 doesn’t cover
The whole business is covered by the ISO 27001 Certification
ISO 28000:2022 certification
No
ISO 9001 certification
Yes
Who accredited the ISO 9001 certification
Citation ISOCertification Limited
ISO 9001 accreditation date
Monday 27 November 2023
What the ISO 9001 doesn’t cover
The whole business is covered by the ISO 27001 Certification
Quality management systems (QMS)
Yes
CSA STAR certification
No
PCI certification
No
Cyber essentials
Yes
Please provide your Cyber Essentials Certificate Number
D353e0f3-34de-409c-91c4-8f5672d6e7bb
Cyber essentials plus
Yes
Please provide your Cyber Essentials Plus Certificate Number
780f002b-98ad-4765-ab69-d3cec270700b
Other security certifications
No

Social value

Section B - Commitment for Future: Delivery
  • Mission: Kick start economic growth. To secure the highest sustained growth in the G7 - with good jobs and productivity growth in every part of the country making everyone, not just a few, better off.

    Policy Outcome 1: Fair work: That offers fair wages and good working conditions. Help people get a job, stay in work, and progress in their careers, with good employment opportunities across the country. Notes: Where there is a large proportion of labour costs in the contract, commercial teams should consider MAC in Outcome 1 as a priority

    • New or retained jobs on the contract workforce in the relevant area that meet the criteria set out in MAC 1b, 1c and 1d
    • Providing opportunities for, and measuring and monitoring of, staff workforce conditions over time, including employee engagement, involvement in decision-making and satisfaction and adapting to any changes in the results, with clear processes for acting on issues identified
    • Activities that support an environment where staff are educated about, and feel empowered to, address their physical wellbeing
    • Activities that support an environment where staff are educated about and feel empowered to report and address bullying and harassment
    • Payment of more than the National Minimum Wage or National Living Wage (as appropriate) to the contract workforce
    • Entitlement to sick pay for the contract workforce, with provision in place for any staff who do not meet the earnings threshold for statutory sick pay, payment of sick pay from day one of absence and payment of staff on the contract workforce who are off sick a replacement income of 100% of their usual earnings for as long as possible
    • Measures to support in-work progression to help people in the contract workforce, to move into higher paid work by developing new skills relevant to the contract
    • Support for educational attainment relevant to the contract, including training schemes that address skills gaps and result in recognised qualifications
    • Outline policies and practices to be applied to or put in place for the contract to mitigate and manage modern slavery risks, including: Pre-employment checks, recruitment practices. Workplace conditions, safeguarding plans and processes in place and regular monitoring with relevant groups considered, which may include sampling
  • Mission: Kick start economic growth. To secure the highest sustained growth in the G7 - with good jobs and productivity growth in every part of the country making everyone, not just a few, better off.

    Policy Outcome 2: Skills for growth: Supporting growth sectors and addressing skills gaps.

    • Support for educational attainment relevant to the contract, including training schemes that address skills gaps and result in recognised qualifications
    • Delivery of apprenticeships, supported internships and T Level industry placement opportunities (Level 2, 3 and 4+) in relation to the contract
  • Mission: Kick start economic growth. To secure the highest sustained growth in the G7 - with good jobs and productivity growth in every part of the country making everyone, not just a few, better off.

    Policy Outcome 3: Resilient, innovative and flexible supply chains: Support economic growth through enabling resilient businesses, opportunities for small businesses and voluntary, community and social enterprises

    • Methods for engaging with different parts of the community (including the education system and charities representing the community) and how communities come together to inform decisions, strategy and projects to leave a positive legacy for future generations
    • Measures to involve local stakeholders and/or users in design (e.g. in the design of services, systems, products or buildings)
  • Mission: Make Britain a clean energy superpower: To cut bills, create jobs and deliver security with cheaper, zero-carbon electricity by 2030, accelerating to net zero

    Policy Outcome 4: Sustainable procurement practices: Reducing carbon footprints, minimising waste, and promoting the use of clean energy and green technologies.

    • Delivery of additional environmental benefits through the performance of the contract, including working towards net zero carbon emissions and use of clean energy and green technologies
  • 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 6: Employment and training: For those who face barriers to employment

    • Inclusive and accessible recruitment practices, and retention-focused activities, including those provided in the Guide for line managers on recruiting, managing and developing people with a disability or health condition
    • Working conditions which promote an inclusive working environment and promote retention and progression
    • Inclusive and accessible development practices, including guidance for line managers on recruiting, managing and developing people with a disability or health condition
  • 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.

    • Other measures to offer development opportunities for the target cohort(s) in the contract workforce
  • Mission: Build an NHS fit for the future: That is there when people need it; with fewer lives lost to the biggest killers; in a fairer Britain, where everyone lives well for longer.

    Policy Outcome 8: Increasing productivity through physical and mental wellbeing: In the supply chain and communities in the relevant area.

    • Understanding of issues relating to health and wellbeing, including physical and mental health, in the contract workforce
    • Actions to invest in the physical and mental health and wellbeing of the contract workforce

Service documents

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 enquiry@axia.email. Tell them what format you need. It will help if you say what assistive technology you use.