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  1. Digital Marketplace
  2. Lot 2: Cloud software
  3. Board Portal
Admincontrol AS

Board Portal

Admincontrol is a leading Board Portal and Virtual Data Room provider. Working to the highest level of security and with a tablet based intuitive user interface, our services are utilised by private and public sector organisations to enhance the the flow of sensitive information across Boards and Management worldwide.

Features

  • Build agenda, boardbook and minutes in the portal.
  • Drag, drop, add, rearrange or delete, late papers easily incorporated.
  • Two factor security plus esignature
  • Control access and document permissions.
  • Available online or offfline. 24/7 support.
  • Share annotations and notes within encrypted secure messaging
  • Papers can be accessed, read, annotated, commented and searched
  • Accessed via any device (iOS, Android and Windows apps)
  • Undertake remote votes with full audit trail.
  • Full reporting on who is accessing board papers

Benefits

  • Publish boardbook, accessible via any device or app
  • Online and Offline storage and reading
  • Secure access to documents and boardbooks
  • Push alerts when new documents are added or updated
  • Improved information, communication and board collaboration
  • Put documents to the board in an organized format.
  • Faster and better decision making with full audit trail
  • Esigning and voting included as standard
  • A paperless, eco-friendly workplace
  • Permanent access to key documents, online and offline.

Pricing

£1,000 to £10,000 a licence a year

  • Free trial available

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

Framework

G-Cloud 13

Service ID

5 7 1 8 0 0 1 9 7 5 8 3 3 6 6

Contact

Admincontrol AS David Reilly
Telephone: +44 (0) 7437 216579
Email: dreilly@admincontrol.com

Service scope

Software add-on or extension
No
Cloud deployment model
Private cloud
Service constraints
No
System requirements
No system requirements as SAAS

User support

Email or online ticketing support
Email or online ticketing
Support response times
Normally immediately but certainly within 5 minutes, there is no service variation we offer 24/7/365 support.
User can manage status and priority of support tickets
No
Phone support
Yes
Phone support availability
24 hours, 7 days a week
Web chat support
Web chat
Web chat support availability
24 hours, 7 days a week
Web chat support accessibility standard
WCAG 2.1 AA or EN 301 549
Web chat accessibility testing
Regular auditing of our service including browser and all apps.
Onsite support
Onsite support
Support levels
All support is included in license fee. Local support team in UK can be onsite. Training is for all users is also included within license. When onboarding a client we base a team at client to undertake training and onboarding online or onsite dependent on numbers of users. Thereafter support tends to be based over web, telephone or video conference.

Any onsite refresher training for existing or new staff is also included.Phone, Chat & Email based support is available on a 24x7x365 basis and is provided free of charge if specified in the subscription agreement.

Service and support includes setting up the Portal and/or Data Room, assist customer in getting started and technical assistance and/or user issues that may occur.

Our goal is to provide truly excellent support service around the clock and respond on all support requests as soon as possible.

Support statistics may be provided upon request.
Support available to third parties
Yes

Onboarding and offboarding

Getting started
Working to a clients corporate governance structure,
we provide onsite and online onboarding services depending on the client requirements.

Our onboarding takes two formats

1. Board Administration Team: We provide at least 1 training sessions covering all topics of
-setting up users
- setting up interactive agenda and creating boardbooks
- uploading papers
- recording decisions
- setting up meetings and votes
- using version control

2. Board members :- we offer an onsite and online one to one training for users that as tailored to their preferred device ( laptop, iPad, iPhone, Microsoft Surface, Android tablet etc). This is also offered in webinar format.
Service documentation
Yes
Documentation formats
PDF
End-of-contract data extraction
Admincontrol supplies all data on hard disk and then deletes data from our data centres. Admincontrol has over 98% annual retention of clients.
End-of-contract process
Contract is all inclusive, there are no additional costs :-
Access to the Admincontrol service
• Unlimited storage capacity for scanned and
uploaded documents
• Unlimited distribution of documents between
registered users
• Support to users by phone and e-mail 24/7 days a
week
• Always access to the latest version of the service

Using the service

Web browser interface
Yes
Supported browsers
  • Microsoft Edge
  • Firefox
  • Chrome
  • Safari
  • Opera
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
You can can work offline via the apps or through browser on mobile device. Otherwise the service offers the same level of functionality via a browser.
Service interface
No
User support accessibility
WCAG 2.1 AA or EN 301 549
API
No
Customisation available
Yes
Description of customisation
Logos and banners.

Portal is designed around client governance structures.

Administrators have the right to customise the look and feel of the portal.

Scaling

Independence of resources
Our Internal QA team performs performance tests to ensure that Response times should be less than 3 seconds max for any function performed (given that the user has an acceptable internet connection (ADSL/4G or better))

Analytics

Service usage metrics
Yes
Metrics types
Admincontrol provides standard reports on
- login
- voting
- sms
- access to boardbooks and documents
- storage used
Reporting types
  • 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 Developed Vetting (DV)

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
No
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
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
  • Physical access control, complying with another standard
  • Encryption of all physical media
Data sanitisation process
Yes
Data sanitisation type
Explicit overwriting of storage before reallocation
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
Drag and drop or browse through directory and choose files.

You can batch download also.
Data export formats
  • CSV
  • Other
Other data export formats
  • Zipped archive
  • Original format (PDF, Word, Excel, Powerpoint,
  • Text, Image (bmp,png,gif,jpg,tif), audio (mp3), video (mov,mpg,avi), Message (.msg)
Data import formats
  • CSV
  • Other
Other data import formats
  • Original format (PDF, Word, Excel, Powerpoint,
  • Text, Image (bmp,png,gif,jpg,tif), audio (mp3), video (mov,mpg,avi), Message (.msg)
  • Zipped archive

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
The SLA states availability of 99.97% quarterly based, and we are above/performing better than this. Phone Support is available 24x7x365.

No direct penalty other than liability due to direct damage as specified in the standard terms and conditions: 10.1 Admincontrol’s liability due to direct damage inflicted on the Client in relation to use of the service, regardless of cause, is limited to the lesser of the Client s documented economic loss or the total amount of the Subscription Agreement. This includes loss of data or financial loss that may occur in relation to use of the service, including reduced availability or functionality of the service.
Approach to resilience
Available on request
Outage reporting
All maintenances that affect uptime and availability is communicated to the customer 1 week in advance. On login page for all users and on email to portal administrator.

Identity and authentication

User authentication needed
Yes
User authentication
  • 2-factor authentication
  • Username or password
  • Other
Other user authentication
Touch / Face ID available on iPad and iPhone apps.
Access restrictions in management interfaces and support channels
Only a limited amount of personnel with Support function or IT Operations may access customer data, all access is logged and only dedicated user accounts are used.
Access restriction testing frequency
At least every 6 months
Management access authentication
  • 2-factor authentication
  • Public key authentication (including by TLS client certificate)
  • 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 receive audit information on a regular basis
How long supplier audit data is stored for
At least 12 months
How long system logs are stored for
At least 12 months

Standards and certifications

ISO/IEC 27001 certification
Yes
Who accredited the ISO/IEC 27001
DNV GL
ISO/IEC 27001 accreditation date
5 March 2018
What the ISO/IEC 27001 doesn’t cover
Our data centres are also ISO 27001 accredited.
ISO 28000:2007 certification
No
CSA STAR certification
No
PCI certification
No
Cyber essentials
No
Cyber essentials plus
No
Other security certifications
Yes
Any other security certifications
ISO 27001

Security governance

Named board-level person responsible for service security
Yes
Security governance certified
Yes
Security governance standards
Other
Other security governance standards
ISAE 3000 and ISO 27001:2013 Certification is to be completed within Q1 2018.
Information security policies and processes
Admincontrol service security policy, customer support security policy, Email Security Policy, information security policy for employees, Laptop Security Policy are defined and approved by management and are available upon request.

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
A formal change management process is in place and all changes registered and followed up via our bug tracking and project management tool. We use Stage gate model for managing projects and Agile methodologies for the actual development.

All changes are maintained in our bug tracking and project management software including our versioning control and source code management.
Vulnerability management type
Conforms to a recognised standard, for example CSA CCM v3.0 or SSAE-16 / ISAE 3402
Vulnerability management approach
Patch management policy & process in place. All devices are updated with patches as soon as possible with automatic update procedures. Patches and firmware for network components follow vendor patching requirements. Weekly vulnerability scans are performed to identify any missing patches or other misconfigurations.
Protective monitoring type
Conforms to a recognised standard, for example CSA CCM v3.0 or SSAE-16 / ISAE 3402
Protective monitoring approach
All traffic is monitored with managed Intrusion Prevention System connected to 24x7x365 Manned Security Operation Center notifying Admincontrol IT Operations Duty of any suspicious, harmfull or unauthorised activities. All traffic is default denied unless specifically authorised.

Centralized and Managed log & SIEM solution in place. Incident management process implemented to act on any security incidents. Logs are stored in Read Only Archive

All systems are monitored 24x7x365.

IT Operations department utilize tools for network monitoring and ip address mapping to detect any discrepancy on the networks, weekly vulnerability and network scans are performed by our authorised system personnel.
Incident management type
Conforms to a recognised standard, for example, CSA CCM v3.0 or ISO/IEC 27035:2011 or SSAE-16 / ISAE 3402
Incident management approach
Admincontrol has a documented incident response
plan.
We have a response team in place, along with
a set of policy and procedures for handling
incidents, gathering and communication to
relevant parties. This is available on request.

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

Fighting climate change

Fighting climate change

Admincontrol believes that businesses have an important role to play in contributing to social justice and combating climate change. The company has therefore focused on Corporate Social Responsibility (CSR) and engaged in green initiatives and various aid projects over the years.

Admincontrol is piloting a project reporting on our annual emissions. This will give us a good indication of how we are doing as a company, and what measures we need to take to avoid negative effects on the climate.

All offices in the Admincontrol group report on annual emissions such as office energy, travel and waste, and assess how we can do better in the future. Last year Admincontrol started to become more conscious about waste management, purchases, and how to cut down on travel once the world starts getting back to normal.

Admincontrol Clean Teach Initiative
The climate challenge means we need to think outside of the box and find sustainable measures as we head into the future.

According to Our Common Future report, sustainable development is a development that “meets the needs of the present without compromising the ability of future generations to meet their own needs”.

In terms of both time and finances, limited resources are among the many challenges faced by start-ups. At Admincontrol, we see that many of them use our data room solution for performing due diligence in fund-raising processes.

To support start-ups who work with Cleantech, we are offering data rooms at a low cost. This offer is available to all start-ups that meet the criteria set out in the EU Taxonomy.

Key sustainability figures from 2021
11 519 - Total GHG emissions (tCO2e)
0.95 - Total GHG emissions per FTE (tCO2e)
56 - Employee engagement (eNPS score)
0 - Incidents related to non-compliance
Covid-19 recovery

Covid-19 recovery

Admincontrol's Board Portal and Virtual Data Room services have been extremely useful tools for our clients during COVID as they assist organisations to work effectively, remotely and in person.
Tackling economic inequality

Tackling economic inequality

Since we act with integrity, we expect our suppliers and partners to do the same. Our Supplier Code of Conduct lays out the principles our suppliers and partners should follow to conduct their business ethically and in line with our own policies on sustainability.

Laws and regulations must be met in the areas of employee wages, wellbeing, health and safety, diversity, corruption, privacy, security, human rights, and environmental management.

Our Supplier Code of Conduct can be accessed via our website.
Equal opportunity

Equal opportunity

Without different perspectives, there would be no "thinking outside the box", no innovation and no pushing the limits. That's why we focus on building diversity and giving everyone in the company a chance to speak their mind and share their perspectives.

It's quite simple: inclusive thinking sparks better business results.
Wellbeing

Wellbeing

The wellbeing of our employees is one of our greatest priorities. Through various measures for diversity and inclusion, we take steps we believe will lead to a more dynamic, happy, and innovative company.

When it comes to diversity, gender balance is one of the most pressing areas that we can impact.

A vital feeling shared by all people, inclusion in the sense that one is accepted for being oneself.

It is highly correlated with well-being and the ability to perform and succeed at work. In our monthly Employee Engagement Survey, we ask employees several questions on topics such as Organisational Fit, Management Support and Freedom of Opinions. Leaders are then responsible for making sure their teams are thriving in an inclusive environment.

Pricing

Price
£1,000 to £10,000 a licence a year
Discount for educational organisations
No
Free trial available
Yes
Description of free trial
A trial portal would be built with full functionality, one month free trial.

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