Document Management Technology Limited (DocTech)

DocuWare Cloud Document Management

DocTech is a 28 year DocuWare partner, specialising in cloud document management and storage. Integration with existing business applications, supporting accounts payable automation, digital signatures, email management, mobile working, purchase order requisition and employee management. Quick set up, multiple levels of access, authentication and high levels of encryption.

Features

• Digital Document Capture & Storage
• High levels of security - two factor authentication
• Remote access to any documents
• Digital Document Workflow
• Legally binding digital signatures & approvals
• Integration with third party systems including ERP, MRP & CRM
• Full auditing of document processing
• Fully GDPR capable including retention & security

Benefits

• Digitally and securely store all business documentation for easy access
• Automate and reduce manual data entry to improve efficiency
• Accurate data capture of incoming invoices reducing input errors
• Ensure document retention rules are compliantly & legally met
• Facilitate mobile access to data ensuring access from anywhere
• Offer version control and provide audit trails
• Migrate From: Invu, Documentum, Documotive, Therefore, OneDrive, Sharepoint
• Integrate with any software (Sage, Microsoft Dynamics, Oracle, Coins, Agresso)
• Management of high volumes of emails
• Linking documents together - invoice, purchase order and delivery notes

£15.00 a licence

• 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 Ruban.R@doctech.co.uk. Tell them what format you need. It will help if you say what assistive technology you use.

Framework

G-Cloud 14

Service ID

555632920995103

Contact

Ruban Rajasooriyar
0161 667 3390
Ruban.R@doctech.co.uk

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: Microsoft Dynamics NAV; Open Accounts; Sage; SAP; Office 365; Iplan; Civica; Orchard; Open Accounts; Qube; iSAMS; COINS; Scala; Sys Pro; Epicor; Dynamics GP; Business Central; Xero; SUN Accounts; SAP B1
• Cloud deployment model:
  • Public cloud
  • Private cloud
  • Hybrid cloud
• Service constraints: All planned maintenance is outside of typical working hours, and planned well in advance.; ; Support for full-functionality on clients including Outlook integration is limited to Windows Operating systems. Functionality which doesn't require access to local resources outside of your browser is available on all devices, however.; ; Broadly speaking if a web browser can technically achieve the desired function - any OS is supported. If a local installation is required, then Windows is the supported platform.
• System requirements:
  • Browser: Chrome, Edge, Firefox, Safari, Chrome Edge
  • OS: Windows 8+ for full functionality on desktop
  • Mobile: Android + iOS
  • Any OS supported for retrieval and viewing of documents
  • ODBC compliant DB for Database Integration (i.e ERP system) or
  • API access to desired system to integrate with

User support

• Email or online ticketing support: Email or online ticketing
• Support response times: We aim to respond to any tickets in order of importance and severity to the business in question. ; ; Unlimited telephone and online support to technical staff is included in our agreements, resolving problems with products provided by us and listed in contracts.; ; Tickets are prioritised in part based on the impact assessment of the ticket in question, we aim to respond to all tickets submitted before 1400 on the same day
• 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: Support is available Monday-Friday during typical business hours. ; Extended support available on request. Further information on this available on request.; ; All of our support agents are accredited in all appropriate DocuWare certifications.; ; Tickets are prioritised in part based on the impact assessment of the ticket in question, we aim to respond to all tickets submitted before 1400 on the same day.; ; Further SLA information is available on request.; Developer level support information available on request, this support is provided by our in house development team.
• Support available to third parties: Yes

Onboarding and offboarding

• Getting started: Training will be provided, on a train the trainer basis, on using the software including all required functions to store and retrieve documents based on the requirements outlined in this document.; ; All of our application consultants hold all relevant DocuWare certifications which are renewed annually.; ; This can be done onsite or remotely via Webex, Teams or TeamViewer. Online training sessions are recorded for your convenience.; ; Bespoke User Guide:; A bespoke user guide, written specifically for your organisation & users can be authored during the project. This can help with user training and onboarding going forward but in most projects is not necessary.; ; Online Interactive Tutorial:; DocuWare Cloud comes with an interactive online tutorial, which will show new users key functions of the system through an interactive session. This is performed automatically for new users.
• Service documentation: Yes
• Documentation formats:
  • HTML
  • PDF
• End-of-contract data extraction: DocuWare Request is a standard module facilitating the export of Documents out of the system.; ; For more tailored exports, the API can be used.
• End-of-contract process: The contract model is subscription based with an annual fee.; Cancellation can be made 3 months prior to the anniversary of the renewal date.; If you do not renew the service you are able to extract data out of the system using 'DocuWare Request' as part of the subscription.; For more complicated or bespoke extracts then this can be done through the API. If you require us to develop the routine to extract data via the API then this is at additional cost.

Using the service

• Web browser interface: Yes
• Supported browsers:
  • Microsoft Edge
  • Firefox
  • Chrome
  • Safari
• Application to install: Yes
• Compatible operating systems:
  • Android
  • IOS
  • MacOS
  • Windows
  • Windows Phone
• Designed for use on mobile devices: Yes
• Differences between the mobile and desktop service: The interface is different however all core functions are provided on mobile device including document capture, storage, retrieval & viewing, task lists and Workflow Tasks.; ; Mobile Scanning using any modern mobile phone is supported through the app - as is capturing any document format accessed through the mobile device. Desktop scanning works with network or local scanners, as well as capture via Outlook/Exchange.; ; Mobile app has a condensed user interface based on the screen size being used.
• Service interface: No
• User support accessibility: None or don’t know
• API: Yes
• What users can and can't do using the API: There is a REST API available as part of the solution. All functionality available to users through the user interface is accessible to the API, including but not limited to document storage, retrieval, viewing, annotations, stamps, workflow tasks, index data changes, version control & check out, document downloads.; ; A public git repo is available with code samples, full documentation is available for API methods and objects. We are able to provide developer support & have in-house developers for any bespoke work which is required. We have developed a number of addons that extend functionality well beyond the standard system, such as data exchange with third party API's or integrations with other systems.; ; Code samples provided use node.js, VB and C# .net.; ; In addition, a ValidationAPI is available which allows on the fly validation of index data against a third party system or a custom set of business logic. ValidationAPI endpoints are built to each individual organisations requirements.
• API documentation: Yes
• API documentation formats:
  • Open API (also known as Swagger)
  • HTML
  • PDF
  • Other
• API sandbox or test environment: No
• Customisation available: Yes
• Description of customisation: Each DocuWare implementation is customised, within the confines of the functionality on offer, to suit each individual organisation which uses the system. The document structure, data and workflows are developed and configured as part of the implementation. ; ; DocuWare is a highly configurable system, particularly relating to the Workflow capabilities the system has. This allows users to maximise functionality from the system as the software is a closer fit to the organisational requirements of each business. Documents can automatically move between different departments and users within the organisation - ensuring that key business rules and timelines are kept to. Complex business logic and approval structures can be easily implemented into the system - and maintained by users once the process is established.; ; Index fields, file cabinet names, user profiles and permissions, screen layouts, workflows and system integrations can be customised.; ; For customisations & functionality beyond the scope of the standard product the API can be leveraged and we have a number of addons already developed to facilitate additional requirements.

Scaling

• Independence of resources: Both DocuWare itself and Microsoft Azure, as part of its platform as a service infrastructure, offer extensive methods and technologies for scalability.; ; Scalability per customer:; DocuWare Cloud supports teams of all types and sizes. Its storage volume and number of user licenses can be flexibly adapted to the relevant company size and document volume.; ; System Wide Scaling; DocuWare Cloud is automatically scaled according to the number of users, the amount of data, and the size of the workload.; ; Performance and load balancing:; The balancing of loads across all available services ensures a consistently high performance of the entire DocuWare system.

Analytics

• Service usage metrics: Yes
• Metrics types: Metrics can be accessed through the API reporting on user & document activity.; ; For example, if you have an invoice approval workflow then you can extract data relating to the average time it takes you process an invoice from start to finish.; ; Audit related metrics are available directly from the software and can be exported to CSV.
• Reporting types:
  • API access
  • Reports on request

Resellers

• Supplier type: Reseller providing extra features and support
• Organisation whose services are being resold: DocuWare, JobRouter, Abbyy, Validated ID, Intuitive

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: European Economic Area (EEA)
• 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 once a year
• Penetration testing approach: Another external penetration testing organisation
• Protecting data at rest:
  • Physical access control, complying with CSA CCM v3.0
  • Physical access control, complying with SSAE-16 / ISAE 3402
  • Encryption of all physical media
  • Scale, obfuscating techniques, or data storage sharding
• Data sanitisation process: Yes
• Data sanitisation type: Deleted data can’t be directly accessed
• 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: All metadata relating to the documents are held in a back end database which users can have full access to. This information can be used however users desire and can easily be exported to machine readable formats either manually or automatically. It is also possible to extract metadata from the front end of the system manually. This is done by creating a dynamic search and exporting the result list to CSV file.; ; For more complex requirements of extracting data, users are able to use the REST API to carry out more advanced scenarios.
• Data export formats:
  • CSV
  • Other
• Other data export formats:
  • XML export is available with our export tool
  • Plus any other additional format as required
• Data import formats:
  • CSV
  • Other
• Other data import formats: Document Images can be any format (PDF, Word etc)

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: DocuWare is hosted on Microsoft Azure and is subject to a 99.5% uptime SLA for the underlying infrastructure
• Approach to resilience: Full information available on request for this.; However, each document stored in the system is stored 3 times in each geo-redudant location as part of the resilience design
• Outage reporting: Outages are reported using a public facing Forum, where email alerts are also enabled.; ; Users are notified of any detected outages and also updated once the outage is resolved.; ; There is a also a live view of this at https://status.docuware.cloud

Identity and authentication

• User authentication needed: Yes
• User authentication: Username or password
• Access restrictions in management interfaces and support channels: The system is hosted in Microsofts Azure Datacenters.; Physical access is therefore vetted through Microsoft as well as through DocuWare.; Remote access to the host VM's is only available through scheduled and authorised remote access sessions from a pre defined secure IP from the DocuWare head office.; Support agents accessing the system have to formally request access and once approved then they are able to logon to a system for support.
• Access restriction testing frequency: At least every 6 months
• Management access authentication: 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

Standards and certifications

• ISO/IEC 27001 certification: Yes
• Who accredited the ISO/IEC 27001: DocuWare have this accreditation
• ISO/IEC 27001 accreditation date: TBC
• What the ISO/IEC 27001 doesn’t cover: TBC
• ISO 28000:2007 certification: No
• CSA STAR certification: No
• PCI certification: No
• Cyber essentials: Yes
• Cyber essentials plus: No
• Other security certifications: Yes
• Any other security certifications: ISO 9001, ISO 27001, ISO 15489-1:2016, SOC2.

Security governance

• Named board-level person responsible for service security: Yes
• Security governance certified: Yes
• Security governance standards:
  • CSA CCM version 3.0
  • ISO/IEC 27001
• Information security policies and processes: Access to documents requires multiple levels of control. ; ; All documents are accessible through a unique username and password. This ensures a complete audit trail of how a document was accessed, by whom and what actions were taken.; ; Encryption of documents is with a key no less than 256 bits long.; ; Multiple secure backups and built in redundancy are part of the DocuWare software.

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: During initial implementation a full scope of works document is provided outlining all configuration elements within the system. This is the document upon which the system is developed and designed.; ; When a change request is submitted, we cross reference the design document to then determine possible functional risks to making the change.; ; All changes across all systems are checked and approved to ensure there are no security risks in making those changes
• Vulnerability management type: Undisclosed
• Vulnerability management approach: DocuWare opporate a zero-day vulnerability process bringing together our team of experts to analize threats as soon as they are made known and all new instances of the DocuWare system are rigorusly scanned to for misconfiguration and vulnerability before they are released to the end user
• Protective monitoring type: Conforms to a recognised standard, for example CSA CCM v3.0 or SSAE-16 / ISAE 3402
• Protective monitoring approach: DocuWare use a combination of manual processes and technology to report on all access information of third party client data stored within its systems.; Any risks or incidents are responded to by the Cloud security team as fast as possible.
• Incident management type: Supplier-defined controls
• Incident management approach: DocuWare employ a team of cloud service engineers who are working in 2 time zones to maintain customer systems and address Incident Management this means in the event of an incident we are able to restore a normal service as quickly as possible with as little impact on the end user business as possible.

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

  Fighting climate change

  Pulp and paper is the 3rd largest industrial polluter of air, water and soil and when paper rots, it emits methane gas which is 25 times more toxic than CO2.; ; Our document management system removes the need for paper, printing and postage as all documents are stored and transmitted digitally. ; ; This means there's a reduction in the loss of trees, alongside a reduction in water used to make paper. This also contributes to a reduction in air pollution and methane gas emissions.; ; As well as this, DocTech plant a tree for every new client through our partnership with One Tree Planted. Every tree produces enough oxygen for three people to breathe.; ; Our digital signature software also removes unnecessary travel and the associated pollution, of a signee to an organisation's offices, as documents can be securely and legally signed electronically.

Pricing

• Price: £15.00 a licence
• Discount for educational organisations: Yes
• Free trial available: Yes
• Description of free trial: A trial is available upon request, on our website. https://www.doctech.co.uk.; ; This is a fully featured version of the software. Professional Services are not included in this, and are required for setup.
• Link to free trial: https://www.doctech.co.uk

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 Ruban.R@doctech.co.uk. Tell them what format you need. It will help if you say what assistive technology you use.