Professional Data Management Services Limited

Digital Signing Service

PDMS's Digital Signing Service uses the internationally recognised certificate authority – GlobalSign - to apply a digital signature (eSeal) to your PDF documents, proving your organisation as the author, and that it has not been tampered with. PDFs can be submitted for signing via our AzureAD authenticated API endpoint.

Features

• Integrated Advanced Electronic Signature process
• Issues Advanced Electronic Seals
• Verification of signatory through onboarding process
• Uniquely links the document to the signatory
• Tamper evident digital signing
• EIDAS compliant digital signing
• Adobe PDF and Adobe Approved Trust List (AATL) compliant
• Long Term Validation
• Signing via an API endpoint authenticated with Active Directory
• Can integrate into Power Automate or other low code solutions

Benefits

• Ongoing cost savings through digital signing
• Ease of implementation to existing workflows
• Compliance with digital signing industry standards
• Cross border acceptance of digital signatures
• Low barrier to onbboarding digital signing solution
• Secure transmission of documents
• Supports high volume transactions of digital signatures
• High availability of digital signing service
• PDFs can be digitally signed without manual intervention
• Digitally signed certificates reduces environmental impact

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

Framework

G-Cloud 15

Service ID

584555449374588

Contact

Catriona Watt
+44 (0) 1624 664000
tenders@pdms.com

About your service

• Service categories:

  Applications

  Content workflow and management

  • Document
• Multi cloud support: Yes

Service scope

• Software add-on or extension: No
• Cloud deployment model: Private cloud
• Service constraints: No
• System requirements: No specific requirements

User support

• Email or online ticketing support: Yes
• Support response times: A response to a support request can typically be expected to be received within four working hours of the support call being raised, however PDMS will work to agree SLAs with the buyer and can provide higher levels of service where required.
• User can manage status and priority of support tickets: Yes
• Online ticketing support accessibility: None or don’t know
• Phone support: Yes
• Phone support availability: 9 to 5 (UK time), Monday to Friday
• Web chat support: No
• Onsite support: Yes
• Support levels: As standard, PDMS provide support 09.00 - 17.00 Monday to Friday excluding UK bank holidays. The support level depends on the type and scope of the solution being supported, and the support hours required. Please see they SFIA rate card for our standard rates. Technical account management / support engineers are available where required.
• Support available to third parties: Yes

Onboarding and offboarding

• Getting started: Support can be offered via any of the following methods:; - Documentation; - Video conferencing; - Onsite training
• Service documentation: Yes
• Documentation formats:
  • HTML
  • PDF
• End-of-contract data extraction: Data can be provided in an agreed format - typically CSV/XML. The digital certificates have long-term validity, and can be validated until the signing certificate applied to the document expires.
• End-of-contract process: If the Service is terminated either by the Customer or by PDMS, PDMS will contact the Customer to establish your off-boarding requirements. PDMS will supply your data to you on Termination by exporting relevant data. Bespoke data extract requirements can also be provided on request, but would form part of a service request. The cost of this is not included in the subscription to the service. Other mechanisms are available and can be requested (either at Take-up or at Termination).
• Documentation accessibility standard: WCAG 2.2 AA

Using the service

• Web browser interface: Yes
• Supported browsers:
  • Microsoft Edge
  • Firefox
  • Chrome
  • Safari
  • Opera
• Application to install: No
• Designed for use on mobile devices: Yes
• Differences between the mobile and desktop service: There are no functional differences between the desktop and mobile service.
• Service interface: No
• User support accessibility: WCAG 2.2 AA
• API: Yes
• What users can and can't do using the API: The solution includes a RESTful API to enable end-users to integrate the digital signing service within workflows.
• API documentation: Yes
• API documentation formats:
  • HTML
  • PDF
• API sandbox or test environment: No
• Customisation available: Yes
• Description of customisation: PDMS is able to provide additional custom services, including integration support.

Scaling

• Independence of resources: PDMS' digital signing solution is hosted on our highly resilient private cloud that uses multiple storage, memory and processing units across multiple locales in multiple data centres on the Isle of Man – an architecture aimed at achieving extremely high availability, scalability and fast response times. Our private cloud meets a broad set of international, industry and regional compliance standards including ISO 27001 and UK G-Cloud. PDMS holds ISO 27001:2022 Information Security Management System standard certification and Cyber Essentials Plus.

Analytics

• Service usage metrics: Yes
• Metrics types: Usage metrics are available on a dashboard.
• Reporting types: Real-time dashboards
• Resource tagging: No
• FOCUS resource tagging: No

Resellers

• Supplier type: Reseller providing extra features and support
• Organisation whose services are being resold: GlobalSign

Staff security

• Staff security clearance: Other security clearance
• Government security clearance: 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: No
• Datacentre security standards: Complies with a recognised standard (for example CSA CCM version 4.0)
• Penetration testing frequency: Less than once a year
• Penetration testing approach: Another external penetration testing organisation
• Protecting data at rest: Other
• Other data at rest protection approach: PDMS uses industry best practice configurations in each environment to ensure that all data is encrypted at rest. Within the PDMS private cloud data is persisted on storage devices that implement encryption of all at rest data.
• 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
  • Explicit overwriting of storage before reallocation / Secure Erase

Data importing and exporting

• Data export approach: Admin users have the ability to export both reference data configurations and transactional case data as XML. In addition, report data can be downloaded as .csv files.
• Data export formats:
  • CSV
  • Other
• Other data export formats: XML
• Data import formats:
  • CSV
  • Other
• Other data import formats: XML

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 Service Availability is set at 99.9%
• Approach to resilience: PDMS Software-as-a-Service is hosted on a highly resilient infrastructure using multiple storage, memory and processing units across multiple locales in multiple Data Centres on the Isle of Man – an architecture aimed at achieving extremely high availability.; ; The Data Centres adhere to best practices described by the EU Code of Conduct for Data Centre Operations, and meet the Uptime Institute Tier Level 3 classification. PDMS holds ISO 27001:2022 Information Security Management System standard certification alongside Cyber Essentials Plus certification. Further information is available on request and also within the Service Definition document.
• Outage reporting: In the case of an outage we will communicate via e-mail.

Identity and authentication

• User authentication needed: Yes
• User authentication:
  • Multi-Factor Authentication (MFA)
  • Public key authentication (including by TLS client certificate)
  • Username or password
• Access restrictions in management interfaces and support channels: Access (to management interfaces and support channels) is restricted by least privilege access using active directory accounts with strong username and password combinations. Access is restricted on both a need and time basis with the default being that support staff do not have access.
• Access restriction testing frequency: At least once a year
• Management access authentication:
  • Multi-Factor Authentication (MFA)
  • Public key authentication (including by TLS client certificate)
  • 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: ISO/IEC 27001
• Information security policies and processes: As part of its ISMS, PDMS have the following policies and processes; Information Security Policy, Secure Development Process, Acceptable Use Policy, Change Control Policy, Data Classification and Handling Policy, Data Protection Policy, Business Continuity Policy and an Incident Management Process, all of which are governed, managed and audited through our ISO certifications. All policies are owned and regularly reviewed by the relevant departmental manager. It is the responsibility of each departmental manager to ensure that all of their staff follow the information security policies and processes, however compliance is audited by the Quality and Standards Manager, with any issues identified reported to the relevant manager, for rectification. Operationally, Information Security is jointly managed by the IT Manager and the Quality and Standards Manager, both of whom report directly to the Chief Executive Officer, who has overall ownership at Board Level for Security, allowing issues that require immediate escalation to be reported to the Directors. Operational Issues that do not require immediate escalation are discussed at the monthly management meetings, where it is a standing issue. All issues discussed during these meetings that require escalation are reported upwards to Board of Directors for it to be discussed, where appropriate.
• Software Security Code of Practice: Yes

Operational security

• Configuration and change management standard: Supplier-defined controls
• Configuration and change management approach: We have change management processes in place for both system and software changes. These processes are part of the lifecycle of each system or service. They involve the use of tools and technical controls, as well as policies and procedures for our engineers to follow.; ; All changes are documented and tracked. This includes peer review and approvals before any changes are implemented in our environments.; ; We control changes and releases through automated pipelines. This provides repeatable, audited, and secure methods for introduction of environment changes.; ; Notifications from the change management process ensures that relevant stakeholders are aware of the changes.
• Vulnerability management type: Supplier-defined controls
• Vulnerability management approach: Firstly, we promptly apply updates from the providers/manufacturers of devices and operating software that constitute our hosting platform. Updates are typically applied within a 14-days of release, barring any exceptional circumstances hindering successful deployment.; ; Secondly, we employ vulnerability management tools to scrutinise the installed software/configuration within our environments. The data generated is aggregated and examined by our engineers. If modifications are deemed necessary, they are managed through change management processes.; ; Lastly, through our software development lifecycle, we use code analysis and vulnerability scanners to detect known vulnerabilities within our developed software. This proactive approach addresses potential issues before impacting systems/services.
• Protective monitoring type: Supplier-defined controls
• Protective monitoring approach: We operate systems that gather/process telemetry from a range of aspects related to our hosting/service offerings, extending the scope of vulnerability management system monitoring.; ; Telemetry provides valuable insight to our operations teams, who maintain security/stability of hosted systems. Identified issues/operational enhancements are prioritised/delegated/resolved appropriately.; ; Security findings are overseen by qualified engineers, allowing for a customised response/remediation process.; ; Where telemetry indicates potential compromise, it’s escalated through incident management procedures.; ; The tools/methods we use continually evolves. As new insights/remediations are discovered, they contribute to ongoing improvement of operational procedures and overall environment. This iterative process ensures systems remain secure, efficient and up-to-date.
• Incident management type: Supplier-defined controls
• Incident management approach: PDMS allow all staff the ability to report security incidents through a number of methods, including email, telephone, and system based forms. Ultimately all reported incidents are managed by the Chief Operating Officer, who follows the Incident Management Process, which identifies how the incident should be managed, including when to provide updates to any customers that may be affected. Customer Incident Reports are normally provided in a written document.; ; All incidents are reviewed following their satisfactory conclusion, in order to determine what lessons can be learned, in order to improve the process or prevent future occurrences.
• Post-quantum cryptography secure: No

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 v4.0)

Public sector networks

• Connection to public sector networks: No

Pricing

• Discount for educational organisations: No
• 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: 4%
• Over £5,000,001: 5%

Non-mandatory Standards and certifications

• ISO/IEC 27001 certification: Yes
• Who accredited the ISO/IEC 27001: Lloyd's Register Quality Assurance Limited
• ISO/IEC 27001 accreditation date: Tuesday 25 March 2003
• What the ISO/IEC 27001 doesn’t cover: Provision of specialist business application development, software framework and products, application hosting, managed services ; and support, IT consultancy, design and project management. (Information Security only - Statement of Applicability v 5.x)
• ISO 28000:2022 certification: No
• ISO 9001 certification: Yes
• Who accredited the ISO 9001 certification: Lloyd's Register Quality Assurance Limited
• ISO 9001 accreditation date: Tuesday 25 March 2003
• What the ISO 9001 doesn’t cover: Provision of specialist business application development, software framework and products, application hosting, managed services ; and support, IT consultancy, design and project management. (Information Security only - Statement of Applicability v 5.x)
• Quality management systems (QMS): Yes
• CSA STAR certification: No
• PCI certification: No
• Cyber essentials: Yes
• Please provide your Cyber Essentials Certificate Number: F639af6e-af84-4553-963d-6547357f1f17
• Cyber essentials plus: Yes
• Please provide your Cyber Essentials Plus Certificate Number: A9278ccd-092b-4f14-936f-2c030a3e1ca6
• 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

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