Ve3 Global Ltd

Records Management

VE3's Records Management platform, facilitates metadata management and the handling of information and records. It offers capabilities for creating, maintaining, and distributing recorded information through a central repository. The platform includes metadata and collaboration features, workflows, and an API layer for seamless integration with applications such as CRM, PIM, ERP.

Features

• Secure repository serving as a single source of truth
• Robust search capabilities based on content indexing
• Access control based on user roles
• Collaboration tools for sharing, versioning, and more
• Customizable workflows to streamline processes
• Real-time notifications for user actions
• Cloud-based application with browser-based access
• Creation of collections for organizing records
• Metadata management functionality

Benefits

• Centralized management of metadata and information
• Streamlined search across all content with indexing
• Seamless collaboration with sharing and workflows
• Ensured accuracy through defined review processes
• Easy publishing of content to various devices
• Digital rights management for content control
• Accessible via browser interface for convenience
• Flexible sharing options with protected links
• Granular control over digital rights
• Download content in various formats with encryption

£175 to £850 a unit

• Education pricing 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 prime@ve3.global. Tell them what format you need. It will help if you say what assistive technology you use.

Framework

G-Cloud 14

Service ID

596064961641240

Contact

Nikhil Alex
02045520840
prime@ve3.global

Service scope

• Software add-on or extension: No
• Cloud deployment model: Private cloud
• Service constraints: No specific limitations. Maintenance schedules are determined in consultation with the client. Cognizant offers implementation, application, and infrastructure support for VE3.
• System requirements:
  • VE3 is a web-based application
  • No specific hardware or software requirements
  • Compatible with all major web browsers
  • Optional desktop installation available for VE3 drive

User support

• Email or online ticketing support: Email or online ticketing
• Support response times: VE3 Standard SLA response and resolution times are outlined as follows:; ; Severity 1 (Incident causing platform unavailability) - Respond within 1 Hour; Severity 2 (Critical functionality incident without workaround) - Respond within 2 Hours; Severity 3 (Non-critical functionality incident without workaround) - Respond within 4 Hours; Severity 4 (Non-critical defects, enhancements, requests) - Respond within 24 hours
• 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: VE3 offers three tiers of support for this service:; T1 - 24/7 phone and email support by a team of skilled analysts, serving as initial responders for resolving issues, debugging, and handling minor support queries.; T2 - 8/5 or 16/5 support by a team of proficient developers and testers, focusing on debugging and resolution during build and deployment cycles for patches and fixes.; T3 support manages infrastructure, product code, and other components, responsible for implementing fixes and deploying them into production during the build cycle.; Additionally, VE3 can provide onsite technical support analysts for enhanced assistance.
• Support available to third parties: Yes

Onboarding and offboarding

• Getting started: VE3 offers onsite training sessions for clients, following a Train the Trainer approach. Additionally, workshops will be conducted during the Go-Live phase via webinars (using WebEx). Recordings of training sessions, along with user manuals and training guides, will supplement the training process.
• Service documentation: Yes
• Documentation formats:
  • HTML
  • ODF
  • PDF
• End-of-contract data extraction: Using a blend of manual effort and automated scripts, VE3 extracts assets/metadata from the current DAM for transfer/transformation to the proposed system. Our migration approach is outlined below:; ; Transfer assets from the current system to a shared or portable drive.; Provide metadata information representing the existing database schema, including table relationship data.; Extract metadata from the source database.
• End-of-contract process: Contracts, upon completion, are typically up for renewal with negotiable terms, deliverables, and costs. If not renewed, all client data will be handed over. Since the software operates on a licensing basis, the instance will be deactivated as per the prior agreement. VE3 requires a 3-month advance notice for contract termination, during which content migration activities will be conducted to ensure all client content and metadata is successfully transferred back to their systems.

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: No
• Service interface: No
• User support accessibility: WCAG 2.1 AA or EN 301 549
• API: Yes
• What users can and can't do using the API: VE3 offers a comprehensive API accessible via HTTP/HTTPS. This API serves as the primary method to integrate portals, workflow engines, ESBs, custom applications, etc., remotely with the VE3 Platform. The API includes various endpoints, allowing for Create, Read, Update, and Delete (CRUD) operations on resources in a fully RESTful manner. Multiple resource endpoints are available, enabling actions such as searches by query or page provider, storing searches for later reproduction. Limitations are consistent with those of any RESTful service. VE3 provides technical resources for enhancements/customizations, with API access granted on an as-needed basis.
• API documentation: Yes
• API documentation formats: PDF
• API sandbox or test environment: Yes
• Customisation available: Yes
• Description of customisation: VE3 offers a configurable Records Management platform that can be tailored to meet client specifications. Some customizable aspects include:; ; UI to align with client branding guidelines; Metadata model adjustments; Custom workflows and business rules for content management; Tailored integration solutions; Custom notifications based on business rules; Digital rights management and access controls for content; VE3 provides implementation services for all these customizations and any other enhancements required on the platform.

Scaling

• Independence of resources: VE3 presents a Records Management system featuring a resilient architecture designed for flexible scalability. It encompasses multiple server components, each assigned specific roles. This modular setup enables independent scaling of each component to align with customer demands. The system comprises four core components:; ; Web Application Server; Search Server; Storage Server; Conversion Server

Analytics

• Service usage metrics: Yes
• Metrics types: VE3 offers comprehensive statistics for all asset and user-related activities. Users can access data on uploads, downloads, logins, and delve into detailed statistics at both the asset and user levels. Asset usage is meticulously monitored for directly connected channels.
• Reporting types:
  • API access
  • Real-time dashboards
  • Regular reports
  • Reports on request

Resellers

• Supplier type: Not a reseller

Staff security

• Staff security clearance: Conforms to BS7858:2019
• Government security clearance: Up to Developed Vetting (DV)

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: ‘IT Health Check’ performed by a Tigerscheme qualified provider or a CREST-approved service provider
• Protecting data at rest:
  • Physical access control, complying with SSAE-16 / ISAE 3402
  • Other
• Other data at rest protection approach: VE3 ensures 256-bit encryption of data at rest, utilizing AWS security services. This feature is available based on client preferences. Data encryption in transit is facilitated through TLS.
• 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: For administrative users, VE3's platform facilitates the download of log files/data or enables administrators to export them via API.; Regular users have several options available:; ; Downloading CSV files containing asset details/metadata; Utilizing VE3 Drive; Downloading collections/Lightboxes
• Data export formats:
  • CSV
  • ODF
• Data import formats:
  • CSV
  • ODF

Data-in-transit protection

• Data protection between buyer and supplier networks: IPsec or TLS VPN gateway
• Data protection within supplier network: TLS (version 1.2 or above)

Availability and resilience

• Guaranteed availability: VE3 aims to maintain Platform Availability of at least 99.5%, measured monthly.
• Approach to resilience: Our cloud infrastructure ensures high resilience to failures. Features like server auto-light, auto-scaling, and modularized design of assetSERV ensure smooth operations and quick recovery from failures.
• Outage reporting: Outages are assessed based on the severity of issues and communicated through designated channels. These include email alerts to specified users and notifications on login and landing pages.

Identity and authentication

• User authentication needed: Yes
• User authentication: 2-factor authentication
• Access restrictions in management interfaces and support channels: VE3 enforces a rigorous access monitoring and management system.; VE3 supports integration with existing Identity Systems (IDPs) through Federated Identity. IDPs adhere to their own privacy policies and regulate the information shared with a Service Provider (SP). Through Federation, VE3 can establish a Circle of Trust (CoT), enabling a remote IDP to communicate authentication and authorization information to the SP. Subsequently, the SP determines whether to grant the user access to its service.
• Access restriction testing frequency: At least every 6 months
• Management access authentication: 2-factor authentication

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: 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: EGAC
• ISO/IEC 27001 accreditation date: 06/01/2024
• What the ISO/IEC 27001 doesn’t cover: NA
• ISO 28000:2007 certification: No
• CSA STAR certification: No
• PCI certification: No
• Cyber essentials: Yes
• Cyber essentials plus: Yes
• Other security certifications: Yes
• Any other security certifications:
  • ISO 22301
  • ISO 20000-1
  • ISO 14000-1
  • ISO 9000-1

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: Businesses are mandated by compliance regulations such as PCI DSS, HIPAA, ISO 27001, GLBA, and SOX to safeguard, monitor, and manage access to sensitive data.

Operational security

• Configuration and change management standard: Supplier-defined controls
• Configuration and change management approach: VE3 will collaborate with the Client to assess change management needs and develop a tailored Change Management Plan, leveraging our industry expertise and advanced RIM 2.0 services, including our OnTarget™ ITIL-based platform and unique Operations Maturity Model, to drive cost reduction, risk mitigation, and business performance enhancement.
• Vulnerability management type: Conforms to a recognised standard, for example CSA CCM v3.0 or SSAE-16 / ISAE 3402
• Vulnerability management approach: Our hosting platform for VE3 is AWS cloud, compliant with SAS70 Type II. We utilize Qualys Web Scan to identify and address the latest vulnerabilities, including the OWASP Top 10.
• Protective monitoring type: Conforms to a recognised standard, for example CSA CCM v3.0 or SSAE-16 / ISAE 3402
• Protective monitoring approach: Performance monitoring and optimization tools such as Brocade for Traffic Management, AlertLogic for security and vulnerability assessment, and AWS Monitoring tools are employed. VE3 utilizes AWS CloudWatch, CloudTrail, and custom SQL scripts for database intrusion detection, SIEM log monitoring, and Web Application Firewall for network intrusion detection. We furnish comprehensive audit logs for all user activities, including timestamps and IP addresses, aligning with DSS requirement A 1.4.
• 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: Our system features automated monitoring for network and platform availability, as well as security incidents. Error handling mechanisms are integrated into the application to manage various scenarios, and users can raise tickets for issue resolution. Additional analysis services are available based on the support level agreement with VE3.

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
  • Covid-19 recovery
  • Tackling economic inequality
  • Equal opportunity
  • Wellbeing

  Fighting climate change

  Our G-Cloud service provision is deeply committed to fighting climate change, recognizing the urgent need for collective action to address environmental challenges. Here's how our services deliver against this social value theme: ; ; Environmental Sustainability in Operations: ; ; We prioritize running efficient operations to reduce emissions and minimize environmental impacts. This includes implementing energy-efficient practices, optimizing resource usage, and adopting renewable energy sources wherever possible within our data centers and infrastructure. ; ; Promoting Sustainable Practices: ; ; VE3 actively engages with our suppliers and clients to promote sustainable business practices. Through our services, we advocate for the adoption of environmentally friendly technologies, responsible sourcing, and waste reduction strategies, thereby reducing carbon footprints across the supply chain. ; ; Responsible by Design Framework: ; ; Our G-Cloud services adhere to a 'Responsible by Design' framework, ensuring that environmental considerations are integrated into the development and deployment of digital solutions. By prioritizing environmental protection and minimizing negative impacts, we strive to deliver sustainable outcomes for our clients. ; ; Training and Education: ; ; VE3 invests in training and education programs focused on environmental sustainability. Through initiatives like the Sustainability Quotient (SQ) training, we equip our teams with the knowledge and skills to adopt climate-smart behaviors and implement environmentally conscious practices in their work. ; ; Community Engagement: ; ; We actively engage with communities to support environmental objectives and promote climate action. By partnering with local organizations and stakeholders, we contribute to initiatives aimed at addressing climate change, such as tree planting programs, clean energy projects, and environmental education campaigns.

  Covid-19 recovery

  Our G-Cloud service provision plays a crucial role in supporting the COVID-19 recovery effort by facilitating resilience, adaptation, and innovation in the face of unprecedented challenges. Here's how our services contribute to the recovery process: ; ; Remote Work Enablement: ; ; VE3's digital solutions empower organizations to transition to remote work seamlessly. By providing secure and reliable cloud-based infrastructure, collaboration tools, and remote access solutions, we enable businesses to maintain productivity while ensuring the safety and well-being of their employees. ; ; Business Continuity Planning: ; ; We assist organizations in developing and implementing robust business continuity plans to mitigate disruptions caused by the pandemic. Our services include data backup and recovery solutions, disaster recovery planning, and resilience testing to ensure operational continuity in the face of unforeseen events. ; ; Digital Transformation Acceleration: ; ; VE3 accelerates digital transformation initiatives to help organizations adapt to the new normal. By modernizing legacy systems, implementing cloud-based technologies, and digitizing processes, we enable businesses to optimize efficiency, improve agility, and remain competitive in a rapidly evolving landscape. ; ; Healthcare Support Solutions: ; ; We provide specialized healthcare support solutions to assist frontline workers and healthcare organizations in responding to the COVID-19 crisis. This includes telemedicine platforms, patient management systems, and data analytics tools to enhance patient care, streamline operations, and support decision-making processes. ; ; Economic Stimulus through Innovation: ; ; VE3 fosters innovation and entrepreneurship to stimulate economic recovery in the aftermath of the pandemic. Through our G-Cloud services, we support startups, small businesses, and enterprises in developing and deploying innovative solutions that address emerging challenges, create new opportunities, and drive economic growth.

  Tackling economic inequality

  We recognize the importance of tackling economic inequality and are committed to leveraging our G-Cloud service provision to address this pressing social issue. Here's how our services contribute to tackling economic inequality: ; ; Access to Affordable Technology: ; ; We strive to make cutting-edge technology accessible and affordable to all, regardless of economic status. By offering scalable and cost-effective cloud-based solutions, we enable organizations, including small and medium-sized enterprises (SMEs) and underserved communities, to access the tools and resources they need to compete in the digital economy. ; ; Skills Development and Training: ; ; VE3 invests in skills development and training programs to empower individuals with the knowledge and expertise needed to thrive in the digital age. Through initiatives like online courses, certifications, and workshops, we equip people from diverse backgrounds with the skills required for high-demand roles in technology and innovation, thereby enhancing their employability and economic prospects. ; ; Support for Minority-Owned Businesses: ; ; We actively support minority-owned businesses and entrepreneurs by providing access to mentorship, networking opportunities, and resources to help them grow and succeed. Through initiatives like supplier diversity programs and partnerships with minority business organizations, we promote inclusion and diversity in the technology sector and contribute to creating more equitable economic opportunities. ; ; Digital Inclusion Initiatives: ; ; VE3 is committed to promoting digital inclusion and bridging the digital divide by ensuring that everyone has access to essential digital services and technologies. We collaborate with governments, nonprofits, and community organizations to implement initiatives such as digital literacy programs, affordable internet access schemes, and community technology centers, thereby empowering underserved populations and promoting economic equity. ; ; Fair and Transparent Procurement Practices: ; ; We adhere to fair and transparent procurement practices to create opportunities for businesses of all sizes and backgrounds to participate in government contracts and procurement processes.

  Equal opportunity

  We are deeply committed to promoting equal opportunity and fostering diversity and inclusion in all aspects of our G-Cloud service provision. Here's how our services contribute to advancing equal opportunity: ; ; Diverse Workforce and Inclusive Culture: ; ; VE3 prioritizes building a diverse workforce and fostering an inclusive culture where all individuals, regardless of background or identity, have equal opportunities to succeed and thrive. We promote diversity in recruitment, hiring, and talent development processes, and actively support initiatives that celebrate and embrace differences. ; ; Equal Access to Opportunities: ; ; We are dedicated to ensuring equal access to opportunities for all individuals, including those from underrepresented or marginalized communities. Through our G-Cloud services, we strive to create pathways for inclusive economic participation by providing access to training, resources, and support for entrepreneurship and career advancement. ; ; Supplier Diversity and Inclusion: ; ; VE3 promotes supplier diversity and inclusion by actively seeking out and partnering with businesses owned by minorities, women, veterans, LGBTQ+ individuals, and other underrepresented groups. We believe in creating a diverse and inclusive supplier ecosystem that reflects the communities we serve and fosters economic empowerment for all. ; ; Accessibility and Inclusive Design: ; ; Our G-Cloud services are designed with accessibility and inclusivity in mind, ensuring that everyone, including individuals with disabilities, has equal access to digital platforms, applications, and services. We adhere to accessibility standards and guidelines to remove barriers and create seamless user experiences for all users. ; ; Education and Skill Development: ; ; VE3 invests in education and skill development initiatives to empower individuals with the knowledge and capabilities needed to succeed in the digital economy. Through partnerships with educational institutions, nonprofits, and community organizations, we provide access to training programs, scholarships, and mentorship opportunities that promote equal opportunity and career advancement.

  Wellbeing

  We prioritize the wellbeing of individuals and communities in all aspects of our G-Cloud service provision. Here's how our services contribute to enhancing wellbeing: ; ; User-Centric Design: ; ; VE3 designs our G-Cloud services with a user-centric approach, prioritizing usability, accessibility, and intuitive design. By focusing on the needs and preferences of users, we create digital experiences that enhance overall wellbeing by reducing frustration, stress, and cognitive load. ; ; Health and Safety Protocols: ; ; We implement robust health and safety protocols to protect the wellbeing of employees, clients, and partners. This includes adherence to strict security standards, data privacy regulations, and compliance with industry best practices to ensure the safety and integrity of our digital infrastructure and services. ; ; Promotion of Work-Life Balance: ; ; VE3 recognizes the importance of work-life balance in maintaining overall wellbeing. Through our G-Cloud services, we enable remote work, flexible scheduling, and collaboration tools that empower individuals to achieve a healthy balance between their professional and personal lives, leading to greater job satisfaction and wellbeing. ; ; Mental Health Support: ; ; We prioritize mental health support for our employees and clients by offering resources, programs, and initiatives aimed at promoting mental wellbeing. This includes access to counseling services, mindfulness training, stress management workshops, and employee assistance programs designed to support individuals in times of need. ; ; Community Engagement and Social Impact: ; ; VE3 actively engages with communities to address social determinants of health and promote holistic wellbeing. Through partnerships, philanthropic initiatives, and volunteer efforts, we support local organizations and projects focused on improving access to healthcare, education, housing, and other essential services that contribute to overall community wellbeing. ; ; Environmental Sustainability: ; ; We are committed to environmental sustainability as a core component of wellbeing. By prioritizing eco-friendly practices, resource conservation, and carbon reduction efforts in our operations and services, we contribute to creating a healthier and more sustainable environment.

Pricing

• Price: £175 to £850 a unit
• Discount for educational organisations: Yes
• Free trial available: No

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 prime@ve3.global. Tell them what format you need. It will help if you say what assistive technology you use.