Netpremacy Limited

AODocs Application Platform

AODocs covers fundamental requirements for enterprise content management platform: including advanced properties on multiple content types, regardless of file type; manage templates, granular permissions from root folder to workflow state level ; user-based, or automated version control tied back to business processes; set up retention policies, send and file emails.

Features

• All Document Management Features
• Google Form Integration
• Records Retention, Compare
• Gmail add on
• Dynamic Forms
• Send emails from AODocs
• Watermarking, document transmittal
• Reporting and dashboards
• eSignature integration
• File Templating, Document Assembly

Benefits

• Company ownership – all files owned by corporate Google accounts
• File management– prevent users from deleting, sharing files and folders
• File recovery – dedicated trash folder with configurable retention time
• Check-in / Check-out – prevent concurrent modifications
• Support Advanced Services for Enterprise Content Management
• Connecting Out Of The box relevant Applications
• Document metadata – tag documents with any type of properties
• Workflow – define business workflows in a few clicks
• Master data management – synchronise your business data
• Version control – manage new, old document versions and revert

£350 a user a year

• Education pricing available
• Free trial available

Service documents

• Pricing document

  PDF

• Skills Framework for the Information Age rate card

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

Framework

G-Cloud 14

Service ID

525269745057456

Contact

Andrew Eden
0113 366 2008
aeden@netpremacy.com

Service scope

• Software add-on or extension: Yes
• What software services is the service an extension to: AODocs is an add-on to Google Drive within the Google Workspace solution. It involves deploying a Chrome browser extension and enhances the native Google Workspace offerings to provide standard file share functionality or with optional workflow and enhanced functions like metadata, check in/out, and versioning, can offer full DMS capability.
• Cloud deployment model: Public cloud
• Service constraints: None that we are aware of.
• System requirements:
  • The AO Docs software requires an underlying Google Workspace account
  • Works with any Google Workspace Business or Enterprise licence
  • A modern web browser is required

User support

• Email or online ticketing support: Email or online ticketing
• Support response times: 24x7 Cover Available Reseller support is optional and subject to the Terms and Conditions supplied under our separate Cloud Services entry for premium support services
• User can manage status and priority of support tickets: Yes
• Online ticketing support accessibility: WCAG 2.1 AA or EN 301 549
• Phone support: Yes
• Phone support availability: 24 hours, 7 days a week
• Web chat support: No
• Onsite support: Yes, at extra cost
• Support levels: AODocs support is a single level of support and is provided via the reseller as part of the license cost.
• Support available to third parties: No

Onboarding and offboarding

• Getting started: Netpremacy provides onsite training, online training and AODocs provide a wealth of user documentation and online knowledge based articles.
• Service documentation: Yes
• Documentation formats: HTML
• End-of-contract data extraction: Your underlying data is held in google Workspace (Google Drive) folders and as such if your organisation decides to leave AODocs and Google Workspace your users can take their data with them. They can export all their documents and then they can import the data to your new provider. More information on the export process can be found here: https://support.google.com/a/answer/100458?hl=en#all; If you decide to simply stop using AODocs, the AODocs components can be uninstalled and your organisation can continue with native Google Drive.
• End-of-contract process: Access to the Google Workspace instance will be terminated and all data will be removed from all Google systems within 180 business days assuming a complete move away from AODocs and Google Workspace is requested.; ; Assuming just a request to cease using AODocs and continue with native Google Workspace/Google Drive functionality, the AODocs component can be removed and the data is simply held in Google Drive folders.

Using the service

• Web browser interface: Yes
• Supported browsers:
  • Microsoft Edge
  • Firefox
  • Chrome
  • Safari
• Application to install: Yes
• Compatible operating systems:
  • Linux or Unix
  • MacOS
  • Windows
• Designed for use on mobile devices: Yes
• Differences between the mobile and desktop service: Works with Google's standard mobile applications for iOS and Android which provide a bespoke user experience tailored to the operating system in question, users have native Google functions on mobile. Or via mobile web browser support included which provides an equivalent experience to the desktop environment.
• Service interface: No
• User support accessibility: None or don’t know
• API: Yes
• What users can and can't do using the API: See AODocs knowledge base to see how users can set up services and make changes.; https://support.aodocs.com/hc/en-us
• API documentation: Yes
• API documentation formats:
  • HTML
  • PDF
• API sandbox or test environment: Yes
• Customisation available: No

Scaling

• Independence of resources: AODocs is powered by Google's massively scaleable infrastructure which already services more than 1 Billion users. The addition of any practicable number of users has a very low impact. Metadata and other functions are held in Google Cloud Platform which is a similarly scaleable infrastructure.

Analytics

• Service usage metrics: Yes
• Metrics types: Number of documents created in a library and custom AODocs statistics on demand
• Reporting types: Reports on request

Resellers

• Supplier type: Reseller providing extra support
• Organisation whose services are being resold: AODocs/Altirnao

Staff security

• Staff security clearance: Conforms to BS7858:2019
• Government security clearance: Up to Security Clearance (SC)

Asset protection

• Knowledge of data storage and processing locations: Yes
• Data storage and processing locations:
  • United Kingdom
  • European Economic Area (EEA)
  • Other locations
• 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: In-house
• 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
  • Scale, obfuscating techniques, or data storage sharding
  • Other
• Other data at rest protection approach: Data is encrypted at rest using AES encryption, data sharding and key rotation. Physical access control is also compliant with SSAE-16
• Data sanitisation process: Yes
• Data sanitisation type: Explicit overwriting of storage before reallocation
• Equipment disposal approach: In-house destruction process

Data importing and exporting

• Data export approach: An AODocs Administrator can perform a right mouse click function to export the underlying Google Drive folder, subject to access permissions. Individual users cannot export data from an AODocs folder.
• Data export formats:
  • CSV
  • ODF
  • Other
• Other data export formats:
  • DOCX
  • PPTX
  • PDF
  • XLXS
• Data import formats:
  • CSV
  • ODF
  • Other
• Other data import formats:
  • DOCX
  • PDF
  • PPTX
  • XLXS
  • TIFF
  • JPG
  • MP4

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: Contractually Google's Service Level is guaranteed to 99.9% availability for any calendar month and backed with service credits. Definitions and service credits are described at https://workspace.google.com/intl/en-GB/terms/sla.html
• Approach to resilience: All data is redundantly stored across a minimum of 3 data centres, and all services are designed to leverage the redundant data centre infrastructure powering Google services.
• Outage reporting: Service outages for AODocs are reported via the reseller channel. Google provides customer alerts and a public uptime dashboard here: https://www.google.com/appsstatus#hl=en-GB&v=status. The dashboard advises across the Google Workspace services on degradation or downtime.

Identity and authentication

• User authentication needed: Yes
• User authentication:
  • 2-factor authentication
  • Identity federation with existing provider (for example Google Apps)
  • Username or password
• Access restrictions in management interfaces and support channels: Depending on administrator preference, users can be signed in via a federated identity service, including AD or use Google Workspace as their identity backend. 2 Factor authentication is supported and can be enforced. Administrative access privileges are granted separately to individual users.
• Access restriction testing frequency: At least every 6 months
• Management access authentication:
  • 2-factor authentication
  • Identity federation with existing provider (for example Google Apps)
  • 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: Between 1 month and 6 months
• Access to supplier activity audit information: Users have access to real-time 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: Yes
• Who accredited the ISO/IEC 27001: Ernst & Young
• ISO/IEC 27001 accreditation date: 15/04/2015
• What the ISO/IEC 27001 doesn’t cover: Any service not listed on the ISO certificate is not covered.
• ISO 28000:2007 certification: No
• CSA STAR certification: Yes
• CSA STAR accreditation date: 31/01/2017
• CSA STAR certification level: Level 1: CSA STAR Self-Assessment
• What the CSA STAR doesn’t cover: N/A
• PCI certification: No
• Cyber essentials: No
• Cyber essentials plus: No
• Other security certifications: Yes
• Any other security certifications: SOC2, SOC3, ISO 27001, ISO 27017, ISO 27018, FedRamp ATO

Security governance

• Named board-level person responsible for service security: Yes
• Security governance certified: Yes
• Security governance standards: Other
• Other security governance standards: AODocs is SOC2 certified, which means that AODocs internal processes for HR, support and operations are regularly assessed by an independent audit firm, who validates the compliance of our internal controls with the SOC2 framework. Our latest SOC2 audit report is available to our customers upon request.
• Information security policies and processes: Our customers and regulators expect independent verification of security, privacy and compliance controls. AODocs undergoes several independent third party audits on a regular basis to provide this assurance. This means that an independent auditor has examined the controls present in our data centres, infrastructure and operations.

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: In AODocs production environments, software updates are manually vetted to ensure the stability of the system. Changes are then tested and cautiously rolled out to systems. All development work is separated from the operation systems, testing occurs in a multi-staged fashion in both environments and in dedicated test settings. AODocs can share, under NDA, the SOC2 audit report (based on standards from the International Auditing and Assurance Standards Board) which describes the change management process. Additionally, changes to code go through a process of code review involving additional engineers.
• Vulnerability management type: Conforms to a recognised standard, for example CSA CCM v3.0 or SSAE-16 / ISAE 3402
• Vulnerability management approach: AODocs solutions run on Google infrastructure which vulnerability management process that actively scans for security threats using a combination of commercially available and purpose-built tools, intensive automated/manual penetration efforts, quality assurance processes, software security reviews and external audits. The vulnerability management team is responsible for tracking and following up on vulnerabilities. Once a vulnerability requiring remediation has been identified, it is logged, prioritised according to severity, and assigned an owner. The vulnerability management team tracks such issues and follows up frequently until they can verify that the issues have been remediated.
• Protective monitoring type: Supplier-defined controls
• Protective monitoring approach: Focused on information gathered from network traffic, employee actions on systems and outside knowledge of vulnerabilities. Traffic is inspected at many points for suspicious behaviour. Analysis is performed using open-source and commercial tools for traffic capture and parsing, supported by a correlation system built on top of Google technology. Analysis is supplemented by examining system logs for unusual behaviour, such as attempted access of customer data. Security engineers place standing alerts on public data repositories to look for security incidents that might affect company infrastructure. They actively review inbound security reports and monitor public mailing lists, blog posts, and wikis.
• Incident management type: Supplier-defined controls
• Incident management approach: If an incident occurs, the security team logs and prioritises it according to severity. Events directly impacting customers are assigned the highest priority. This process specifies courses of action, procedures for notification, escalation, mitigation, and documentation. AODocs incident management program is structured around NIST guidance on handling incidents. Key staff are trained in forensics and handling evidence in preparation for an event, including the use of third-party and proprietary tools. Testing of incident response plans is performed for key areas, such as systems that store sensitive customer information. Tests consider a variety of scenarios, including insider threats and software vulnerabilities.

Secure development

• Approach to secure software development best practice: Supplier-defined process

Public sector networks

• Connection to public sector networks: No

Social Value

• Social Value:

  Social Value

  • Fighting climate change
  • Tackling economic inequality
  • Equal opportunity
  • Wellbeing

  Fighting climate change

  Environment KPI:; We ensure each of our physical office locations has at least one “green ambassador” who is empowered within the business to educate, inform, define and shape our environmental policies for each of our physical locations to enable the business to achieve increased performance year on year; Some of the key ways we drive environmental sustainability within Netpremacy are:; We integrate environmental concerns into our decision-making and resultant activities via our green ambassadors.; We dispose of electrical items either to the second user market or in accordance with current WEEE recycling directives where reuse is not possible.; We minimise travelling with the use of improved collaborative technology (we are Google business) and complementary Company policy. We also provide secure bike storage to encourage eco-friendly methods of travel for our employees.; We minimise waste and reuse/recycle as much as possible. We recycle on a weekly basis, with recycling stations at each desk pod and kitchen within the Leeds office.; We recycle/reuse ink cartridges, using a charitable recycling service which benefits both charitable organisations and the environment.

  Tackling economic inequality

  Local Business & Economy:; Providing work opportunities for small, medium, micro-sized businesses, social enterprises and minority owned businesses ; Procuring goods and services locally where possible ; Supporting small, medium, micro-sized businesses, social enterprises and minority owned businesses to improve capability and grow sustainably

  Equal opportunity

  Employment and Skills: ; Enabling local people to obtain the skills needed to access employment ; Providing our employees with new skills for the future ; Creating employment opportunities within the communities that we work ; Removing barriers to employment in the information technology industry for underrepresented and disadvantaged groups ; Offering employment opportunities to those who serve or have served in our armed forces; Employment and Skills KPI; We ensure that our staff collectively attain at least 10 industry recognised certifications per annum.

  Wellbeing

  At Netpremacy we create infrastructure, support communities and enable growth to deliver community benefits and additional social value. We assist our customers to maximise social, economic and environmental wellbeing of local communities in accordance with The Public Services (Social Value) Act 2012, The Procurement Reform (Scotland) Act 2014 and The Wellbeing of Future Generations (Wales) Act 2015.

Pricing

• Price: £350 a user a year
• Discount for educational organisations: Yes
• Free trial available: Yes
• Description of free trial: Prospective customers of AODocs can request a 30 day free trial of the system subject to providing Netpremacy with an understanding of the requirements and documented success criteria if running with a trial group of users. The version supplied is the same as the production software.

Service documents

• Pricing document

  PDF

• Skills Framework for the Information Age rate card

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