ALTODIGITAL NETWORKS LIMITED

Xerox Hybrid Mail

Automate and simplify your outbound mail via Cloud service or on-premise software that enables lower cost print and mail, and one platform to transform your printed output to digital , enabling electronic communications for your service users.

Features

• Immediate cost savings (typically 30%+)
• Track and trace of outbound mail via the software
• Reduced back office handling of mail (typically 40%+)
• Ability to send outbound mail electronically (typically 80%+ saving)
• Single software platform for all features
• No IT integration required - although API's available
• Portal view of electronic documents available as an option
• Supports Covid 19 Homeworking via Web Browser
• Purchase of Credits via Corporate Payment Cards

Benefits

• User friendly dashboard
• Secure Cloud service or on-premise software hosting
• Supports large mailpacks with multiple inserts
• Add inserts to your mailpacks
• Pull, hold and review mail items
• Detailed management information
• ISO certified environment
• Personalise your outbound mailings using in-built OCR technology
• Bulk upload functionality
• Credible public sector user base

£0.67 a unit

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 xbsuk.bid-team@xerox.com. Tell them what format you need. It will help if you say what assistive technology you use.

Framework

G-Cloud 14

Service ID

529727113324096

Contact

Alison Meighan
07717727484
xbsuk.bid-team@xerox.com

Service scope

• Software add-on or extension: No
• Cloud deployment model: Private cloud
• Service constraints: None at the present time.
• System requirements: Printer driver (Client side)

User support

• Email or online ticketing support: Email or online ticketing
• Support response times: Within agreed service levels.
• 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: A minimum of 96% average across the service level measurements of processing of mail, items delivered to the DSA provider, returned items from Royal Mail, accurate and timely management information and accuracy and timely billing by Xerox. Standard opening hours – 8am to 5:30pm (excluding weekends and UK bank holidays). Xerox will get back to the Customer with an answer or resolution within 24 working hours of receipt of the incident. Xerox provides an account manager with technical support resources available across Xerox.
• Support available to third parties: No

Onboarding and offboarding

• Getting started: Xerox provide user guides and a train-the-trainer approach is deployed. The software also provides help features.
• Service documentation: Yes
• Documentation formats: PDF
• End-of-contract data extraction: Extract plan would be jointly created by both parties. Note: data not held beyond 60 days by the Supplier
• End-of-contract process: See Terms and Conditions of Service.

Using the service

• Web browser interface: Yes
• Supported browsers:
  • Internet Explorer 11
  • Microsoft Edge
  • Firefox
  • Chrome
  • Safari
  • Opera
• Application to install: No
• Designed for use on mobile devices: Yes
• Differences between the mobile and desktop service: Specifically for viewing online web portal.
• Service interface: No
• User support accessibility: None or don’t know
• API: No
• Customisation available: Yes
• Description of customisation: Dependent on your business needs, and at additional cost the work can be undertaken by the Supplier. For example, personalisation of web presentment and print drivers. We offer mailroom assessment services to help customers understand their 'as is' operation and provide 'to be' service improvement recommendations and roadmaps for change.

Scaling

• Independence of resources: The service is built to accommodate very large volume of users and load. We regularly monitor the hybrid mail systems and regular health check emails are generated, ensuring the system is adequately resourced. We have thousands of users running on our hybrid mail service without any problems. If any performance issues are raised or detected, they are fully investigated and the resolution is implemented.

Analytics

• Service usage metrics: Yes
• Metrics types: Available online and emails. Typically covers volumes, usage, inserts, return items etc. Bespoke MI reports can also be created online.
• Reporting types:
  • API access
  • Real-time dashboards
  • Regular reports
  • Reports on request

Resellers

• Supplier type: Not a reseller

Staff security

• Staff security clearance: Other security clearance
• 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
• 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: Another external penetration testing organisation
• Protecting data at rest: Encryption of all physical media
• Data sanitisation process: Yes
• Data sanitisation type: Explicit overwriting of storage before reallocation
• Equipment disposal approach: A third-party destruction service

Data importing and exporting

• Data export approach: PDF / XML / XLS / DOC file formats for export.
• Data export formats:
  • CSV
  • Other
• Other data export formats:
  • Excel
  • Word
  • XML
• Data import formats:
  • CSV
  • Other
• Other data import formats:
  • PDF
  • Word
  • XML

Data-in-transit protection

• Data protection between buyer and supplier networks: Private network or public sector network
• Data protection within supplier network: TLS (version 1.2 or above)

Availability and resilience

• Guaranteed availability: If at any time Xerox does not meet minimum of 96% average across the Service Level measurement on any three consecutive quarters in any discrete nine-month period, the Supplier would propose a 0.5% Service Credit of total invoice value (ex. VAT) in which the event of failure occurred.
• Approach to resilience: The Supplier’s information security management includes a robust business continuity planning process. Protection for customers through: • Emergency preparedness: plans that ensure our readiness to respond to an unexpected or unwanted event of a safety, health, or environmental nature that calls for immediate action. • Crisis management: the overall coordination of our response to a crisis, in an effective, timely manner, with the goal of avoiding or minimising damage to the financial position, reputation, or ability to operate for the Supplier and our Customers. • Business resumption: documented processes and procedures developed to protect and restore vital end-to-end business processes in the event of a disaster. The primary objective is to minimise the negative effects of a major disruption to business operations in the most feasible and cost-effective manner that will restore the business process and its related sub-processes to normal operations. • IT disaster recovery: activities and plans designed to return our information and communication systems to an acceptable condition and to minimise loss The business continuity arrangements are subject to an annual assurance process. Xerox will ensure that contingency plans for High Impact eventualities are reviewed, measured, and agreed in conjunction with the Customer.
• Outage reporting: Email alerts

Identity and authentication

• User authentication needed: Yes
• User authentication:
  • 2-factor authentication
  • Public key authentication (including by TLS client certificate)
  • Username or password
• Access restrictions in management interfaces and support channels: User name and passwords control levels of access, views and reporting.
• Access restriction testing frequency: At least once a year
• Management access authentication: Username or password

Audit information for users

• Access to user activity audit information: Users contact the support team to get audit information
• How long user audit data is stored for: Between 1 month and 6 months
• Access to supplier activity audit information: Users contact the support team to get audit information
• How long supplier audit data is stored for: User-defined
• 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: BSI
• ISO/IEC 27001 accreditation date: 07/10/2020
• What the ISO/IEC 27001 doesn’t cover: N/A
• ISO 28000:2007 certification: No
• CSA STAR certification: No
• PCI certification: No
• Cyber essentials: Yes
• Cyber essentials plus: Yes
• Other security certifications: No

Security governance

• Named board-level person responsible for service security: Yes
• Security governance certified: Yes
• Security governance standards:
  • ISO/IEC 27001
  • Other
• Other security governance standards: The Xerox Information Security Policy, Infosec001, is aligned to the ISO27001 key controls and the policy is supplemented by additional documents detailing specific requirements to meet the policy. Specific locations and services in Xerox are certified to ISO27001.
• Information security policies and processes: Policies are inline with ISO 27001 and include information security, GDPR, incident management and physical security. Xerox utilise a documented framework (Xerox InfoSec 001) for security governance both at a company level and specific to the service which is aligned to NCSC guidance and ISO27001. This provides assurance that reporting is completed and reviewed across all aspects of the service. The Xerox CEO has ultimate responsibility for security. Xerox’s commitment to Information Security is communicated throughout the organisation and its partners, and is evidenced by board level approval of the Xerox Information Security Policy. The Information Security-related responsibilities of the CEO include: • Overall control and management of Information Security for Xerox in the UK; • Overall information risk ownership; • Provision of adequate resources for Information Security; and, • Approval authority for Information Security policy. • Reporting compliance Reporting is subject to review by senior management. There are processes in place to review and understand any current legal and regulatory requirements and to review an implement any future changes. The Xerox Information Security team monitor various sources for changes to legislation and are currently on the UK Government CiSP which allows us to engage with Government on proposed changes.

Operational security

• Configuration and change management standard: Supplier-defined controls
• Configuration and change management approach: Change management process includes risk assessment and documented changes.
• Vulnerability management type: Supplier-defined controls
• Vulnerability management approach: Our software risk procedures are detailed in a ISO27001 Procedure Document which is available on request. Updates & patches are deployed as soon has they become available, and only deployed when customer authorisation is obtained. A third party security source complies with the software's Cyber Essentials Plus certification.
• Protective monitoring type: Supplier-defined controls
• Protective monitoring approach: Regular system monitoring. A security incident is raised as detailed in the ISMS Incident Management Procedure - available on request.
• Incident management type: Supplier-defined controls
• Incident management approach: Our software's ISO27001 ISMS Incident Management Procedure Document is available on request.

Secure development

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

Public sector networks

• Connection to public sector networks: Yes
• Connected networks:
  • Public Services Network (PSN)
  • NHS Network (N3)
  • Joint Academic Network (JANET)
  • Health and Social Care Network (HSCN)

Social Value

• Social Value:

  Social Value

  Fighting climate change

  Fighting climate change

  Xerox is committed to fighting climate change such that we play a role in the sustainability of our world’s natural resources. Xerox has identified four strategic commitment areas where we can make a significant impact on the environment: • Reducing Energy Use and Protecting the Climate: • Preserving Biodiversity and the World's Forests: • Preserving Clean Air and Water: • Preventing and Managing Waste: We invest in technologies that reduce the carbon footprint of our operations and offer solutions to our customers that reduce energy use, cost and waste. Our Net Zero goal is 2040. In 2021, we also expanded our greenhouse gas (GHG) emissions reduction goal to cover scopes 1, 2 and 3. We plan to achieve net-zero emissions through projects that improve operational efficiency, create new technology innovations, and neutralise residual GHG emissions through carbon compensation mechanisms. Our approach to sustainability includes partnerships to accelerate progress. We have officially joined the UNFCCC’s Race to Zero and SBTi’s Business Ambition for 1.5°C campaigns, aligning our climate mitigation targets to what science dictates is necessary to reduce the destructive impacts of climate change on human society and nature. We are a founding member of Defra’s e-Sustainability Alliance (DeSA), We are actively involved in the provision of best practices on the ways in which IT firms of all sizes can minimise their environmental impacts. We also support the Government Cloud Sustainability project, focusing on ‘Sustainable IT’ (e.g. achieving net-zero, modern slavery and other supply chain matters) and ‘IT for Sustainability’ – including the social pillar, “How to procure and measure performance on all things Cloud”. When selecting our technologies and services for G-Cloud 14, we have utilised this knowledge base and ensured that the services & technology used comply with Government guidance and carry accreditation from 3rd party bodies where appropriate.

Pricing

• Price: £0.67 a unit
• 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 xbsuk.bid-team@xerox.com. Tell them what format you need. It will help if you say what assistive technology you use.