Encodian

Encodian Filer

Encodian Filer is an advanced Electronic Document and Records Management solution developed to seamlessly sit on top of SharePoint Online and SharePoint on-premise. Allowing organisations an agile method to uplift their Microsoft 365 platform to deliver robust EDRMS functionality while taking advantage of native M365 document management and automation capabilities.

Features

• User friendly and simple interface aligned with M365's UI/UX design.
• Intuitive search and dynamic filter functionality to navigate documents.
• Centralised repository of documents integrated with SharePoint and other sources.
• Advanced document viewer.
• Consolidate both digital and physical records with a unified interface.
• Full visibility of information lifecycle with detailed audit logs.
• Integrate various sources via no-code and standards-based integration solutions.
• Document actions such as annotation, redaction, print, share and more.
• Seamless outlook integration for adding and filing email attachments automatically.
• Comprehensive configuration portal to define granular permissions for user-roles.

Benefits

• Take advantage of existing M365 investment for enhanced ROI.
• Seamlessly integrated with other M365 applications (Teams, Outlook, etc)
• Time efficiencies from accessing records concurrently, from any location.
• Greatly reduce the cost of file storage, transportation and sharing.
• Reduce operational expenditure through automation (Power Platform)
• Reduced data security risk by leveraging an existing environment.
• Reduced change management risk as users are familiar with M365.
• Flexibility to support both paperless and paper-lite initiatives.
• Far faster implementation times compared to standalone EDRMS.
• Easily integrated with all known scanning hardware and software.

£18,000 to £500,000 a licence a year

• Education pricing available

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

Framework

G-Cloud 13

Service ID

597684191450249

Contact

Sales
0808 109 2005
sales@encodian.com

Service scope

• Software add-on or extension: Yes
• What software services is the service an extension to: Filer is an EDRMS developed for Microsoft 365 and seamlessly sits within customers Microsoft Tenant. It is a direct extension to SharePoint Online or SharePoint on-premise.
• Cloud deployment model: Private cloud
• Service constraints: N/A
• System requirements: Customers require a Microsoft 365 license with standard SharePoint.

User support

• Email or online ticketing support: Email or online ticketing
• Support response times: Support tickets are first categorised in terms of priority and have the following response times. P1 = 1 hour / P2 = 2 hours / P3 = 4 hours / P4 = 8 hours. Details are referenced in the attached terms of service.
• User can manage status and priority of support tickets: Yes
• Online ticketing support accessibility: None or don’t know
• Phone support: No
• 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: We have not done independent web chat testing, however, we rely on Zendesk and the accessibility testing and features they provide.; ; Details can be found here - https://www.zendesk.com/company/agreements-and-terms/accessibility/
• Onsite support: Yes, at extra cost
• Support levels: We provide the following working hour options for all our support and maintenance services. ; 1) Standard Hours 9am > 5pm, Monday to Friday excluding bank holidays. 2) Extended Hours 8am > 8pm, Monday to Friday excluding bank holidays. ; 3)24*7, 7 Days a week including bank holidays. ; Our standard terms of service are inclusive of standard hours support, details of which are provided within the attached Terms of Service document. For extended hours or 24*7 support you will need to discuss your requirements directly with Encodian for a quotation.; ; Customers may also choose to a include premium support agreement where they can rely on Encodian to support the evolution of Filer and M365 in general within their organisation as requirements change. Premium support agreements require a base cost of £2,500 per year to cater for overheads such as resource allocation. Customers can then purchase additional support credits at £59 per 0.5 hour of time which can be drawn down upon at the discretion of the customer for any activities relating to their contract, such as training, configuration, development of new M365 workflows, etc.
• Support available to third parties: Yes

Onboarding and offboarding

• Getting started: To help users get started with Filer, Encodian will define a set of deliverables for each customer case by case which considers their current maturity level with Microsoft 365, their functional and non-functional requirements and change management plan. ; ; Encodian will tailor the 'getting started' strategy for each client and is able to support with onsite training, online training and user documentation. ; ; A standard set of deliverables includes: assessment of 'Current State' (data structure, storage and practices), design and document ‘To-be’ data structures, Filer solution design, Filer configuration, Filer demographic Integration, provision of Filer Open API documentation, provision of basic user guides, ‘Train the Trainer’ (2 days activity), data migration tooling and support, managed acceptance testing.
• Service documentation: Yes
• Documentation formats:
  • HTML
  • PDF
• End-of-contract data extraction: Customers can request a full data extraction via support@encodian.com to receive a full audit log of all data contained within Encodian's Azure SQL database such as documents, configuration and audit logs. Encodian will also support with the extraction and migration of data to another third party system. This is subject to additional charges which will be calculated using our standard day rate multiplied by the number of days required.
• End-of-contract process: Standard Filer contracts include an optional renewal clause and are not subject to autorenewal (Customers must refer to their own contractual terms as this may vary). In a scenario without autorenewal, Encodian would reach out to the customer to understand at end-of-contract whether they wish to renew. If the customer chooses not to renew, access to the system will be revoked after the last contractual day of usage. The customer should communicate with Encodian to explain any end-of-contract requirements. Free of charge services include Encodian providing a full data extraction of any raw data held in Encodian's database as well as retaining basic information which would help to streamline reactivating the solution should the customer wish to resume service in the future (subject to customer preference). Encodian will also support with the extraction and migration of data to another third party system. This is subject to additional charges which will be calculated using our standard day rate multiplied by the number of days required.

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: Yes
• User support accessibility: WCAG 2.1 AA or EN 301 549
• Description of service interface: There are two service interfaces for Encodian Filer. First is the user interface which sits within SharePoint Online or SharePoint on-premise. Filer uses all of the same design and accessibility features as SharePoint, hence from a user perspective looks to simply be additional functionality within SharePoint. Second is the configuration portal which is accessed separately via the web where users configure elements such as user access rights, labels, etc. The design features and user interface are also in-keeping with SharePoint / Microsoft 365.
• Accessibility standards: None or don’t know
• Description of accessibility: The service is accessible via the Web (caters for all commonly used browsers) and SharePoint. ; ; Users who are able to access Microsoft 365 and mainstream web browsers will find all elements of Encodian Filer accessible.
• Accessibility testing: As Encodian Filer is built using the latest Microsoft technologies and standards for SharePoint Online and SharePoint on-premise, it benefits from and adheres to the standards set by Microsoft to ensure the service is accessible to all, including users of assistive technology. Reference - https://docs.microsoft.com/en-us/sharepoint/dev/general-development/accessibility-in-sharepoint
• API: Yes
• What users can and can't do using the API: Encodian Filer has an Open API which can receive and share data in common formats such as JSON. ; ; During implementation, Encodian will support users with using the API and/or create relevant integrations for them. Encodian will also provide tailored handover material and standard documents to support users with making changes through the API in the future.
• API documentation: Yes
• API documentation formats: Open API (also known as Swagger)
• API sandbox or test environment: No
• Customisation available: No

Scaling

• Independence of resources: Encodian Filer is deployed within a customers own Microsoft Tenant to ensure full control of data security and data residency. This means customers are not affected by the demand of other users and can manage their own environment by utilising Microsoft's robust infrastructure and services.

Analytics

• Service usage metrics: Yes
• Metrics types: Encodian Filer is installed within a customers Microsoft Azure Tenant and therefore the customer can take advantage of monitoring tools for service usage offered within the Microsoft platform. Encodian Filer also records audit logs which can be viewed within the Filer account portal such as who has logged in. More detailed service usage metrics such as logs displaying changes to configuration settings are available upon request by emailing support@encodian.com
• Reporting types:
  • Real-time dashboards
  • 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: United Kingdom
• User control over data storage and processing locations: Yes
• Datacentre security standards: Managed by a third party
• Penetration testing frequency: At least every 6 months
• Penetration testing approach: Another external penetration testing organisation
• Protecting data at rest:
  • Encryption of all physical media
  • Other
• Other data at rest protection approach: Configuration data is held in an Azure SQL database which is protected by transport data encryption. ; ; Reference - https://docs.microsoft.com/en-us/azure/azure-sql/database/transparent-data-encryption-tde-overview?view=azuresql&tabs=azure-portal; ; . Documents are held in SharePoint Online which adheres to the following encryption standards. ; Reference - https://docs.microsoft.com/en-us/microsoft-365/compliance/data-encryption-in-odb-and-spo?view=o365-worldwide
• Data sanitisation process: Yes
• Data sanitisation type: Deleted data can’t be directly accessed
• Equipment disposal approach: A third-party destruction service

Data importing and exporting

• Data export approach: Customers can download audit data from the account portal and are able to request a full data download (such as configuration data) via support@encodian.com
• Data export formats: CSV
• Data import formats: Other
• Other data import formats: JSON via the OpenAPI

Data-in-transit protection

• Data protection between buyer and supplier networks: Other
• Other protection between networks: Encodian Filer is installed within a customers own Microsoft Azure Tenant and therefore data is not transferred between the customer and Encodian.
• Data protection within supplier network:
  • TLS (version 1.2 or above)
  • Other
• Other protection within supplier network: Encodian adhere to industry standards for data transfer.

Availability and resilience

• Guaranteed availability: Encodian Filer is hosted within a customers Microsoft Azure Tenant and therefore Encodian cannot take responsibility for the up-time of their environment. ; ; Encodian do offer various managed service offerings for M365, this could be discussed further if a customer requires this service.
• Approach to resilience: Encodian Filer is hosted within a customers Microsoft Azure environment which is an industry leading solution in regards to resilience.
• Outage reporting: Encodian Filer is installed within a customers Microsoft 365 environment and therefore customers can utilise the tools provided with their Microsoft tenant to monitor outage.

Identity and authentication

• User authentication needed: Yes
• User authentication:
  • 2-factor authentication
  • Username or password
• Access restrictions in management interfaces and support channels: Management interface and support channels are all Username / Password protected.
• Access restriction testing frequency: At least every 6 months
• Management access authentication:
  • 2-factor 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: Approachable Certification
• ISO/IEC 27001 accreditation date: 30/06/22
• What the ISO/IEC 27001 doesn’t cover: The scope of Encodian's ISO 27001 certification is the 'ISMS Scope'. Anything outside of the following is not covered.
• ISO 28000:2007 certification: No
• CSA STAR certification: No
• PCI certification: No
• Cyber essentials: Yes
• Cyber essentials plus: No
• 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
• Information security policies and processes: Encodian has a robust Information Security Management System in place which is compliant with ISO 27001 standards. This is overseen by a dedicated lead who ensures standards are met across the organisation and handles escalations directly.

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: Encodian operate an Information Technology Infrastructure Library ITIL aligned change management process alongside a robust Application Lifecycle Management (ALM) process which has multiple approval levels. This includes multiple environments for development, staging and production.
• Vulnerability management type: Conforms to a recognised standard, for example CSA CCM v3.0 or SSAE-16 / ISAE 3402
• Vulnerability management approach: Encodian subscribe to various channels to receive information regarding current threats such as OWASP and the national cyber security center. Threats are assessed internally in line with procedures documented in our ISMS (ISO27001). The severity of the threat is categorised, determining the appropriate response and speed of patching.
• Protective monitoring type: Supplier-defined controls
• Protective monitoring approach: Encodian's risk management processes are in line with our ISO 27001 compliant controls. To identify compromises, all services and software solutions provided by Encodian are monitored via Azure App Insights. Initial response includes a full assessment of the compromise to categorise the severity of the compromise and escalate appropriately. Response time is correlated to the severity of the compromise and is documented as SLAs in our Incident Security Management System (ISMS).
• 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: Encodian have an Incident Security Management System that is in line with ISO 27001. Customers can report incidents via our Zendesk Web Chat, Website Ticketing System or emailing Support@encodian.com. Reference: https://support.encodian.com/hc/en-gb/articles/360006230253-What-are-your-support-SLAs-

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

  Encodian are an organisation with very minimal footprint on climate. Our team work remotely from home and we're conscious to choose modes of transport with minimal impact on the environment when travel is required. For example, many of our team have electric cars or opt for public transport. Encodian will be working with an organisation across 2022 to certify our carbon neutral status.
• Covid-19 recovery:

  Covid-19 recovery

  Encodian adapted swiftly to the 'new ways of working' which Covid-19 accelerated the creation of. We offer flexible working from home which has allowed us to hire employees anywhere in the UK to continue growing our headcount, presenting new job opportunities and revenue sources to support Covid-19 recovery. In addition to this, Encodian has engaged in the support of many Covid-19 software solutions for key public sector clients which were integral in the delivery of services such as Covid-19 vaccines. Details of these case studies are available upon request.
• Tackling economic inequality:

  Tackling economic inequality

  Encodian have a diversity and inclusion policy and welcome employees from all backgrounds regardless of ethnicity, sex, geographical location, age or any other categorisation. All employees have salaries that fairly reflect their job role and performance with no prejudice. We also look to offer opportunities to candidates who may not have a wealth of previous experience in the beginning and offer them a foundation to learn and upskill with us. In addition we offer our existing employees a plethora of education / training opportunities to continue their development which is particularly important for those from less wealthy economic backgrounds who may not have had the same opportunities as others.
• Equal opportunity:

  Equal opportunity

  All opportunities at Encodian are awarded solely on a merit and commitment basis. This is regardless of ethnicity, sex, geographical location, age or any other categorisation.
• Wellbeing:

  Wellbeing

  The backbone of wellbeing at Encodian is around having ideal working conditions on a day to day basis for employees. Firstly, we have a flexible working policy which allows employees to balance other responsibilities such as picking children up from school. Secondly, we not only provide all the required equipment for working at home, we also complete comfort questionnaires to provide additional equipment such as additional monitors or adjustable equipment to ensure comfortable working environments. Finally, senior management ensure all employees have the opportunity to share challenges in supportive 1-2-1 settings, as well as group environments during team event days or meetings. If employees are struggling and wish to speak with an external body, they may choose to access this via the healthcare insurance the company provides.

Pricing

• Price: £18,000 to £500,000 a licence a year
• Discount for educational organisations: Yes
• 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 sales@encodian.com. Tell them what format you need. It will help if you say what assistive technology you use.