Konica Minolta Business Solutions (UK) Ltd

Cloud Fax Service

A cloud-based faxing service allows users to send and receive fax documents as electronic messages directly from their existing email accounts at any time. It eliminates the need for on-premise fax servers, fax machines and related infrastructure; as well as reducing costs and management overheads, whilst improving work-flow productivity.

Features

• Sending FAX via email, printers, mobile without installing any software
• Receiving FAX via email

Benefits

• Sending FAX as simple as sending and receiving email
• Reduce capital cost, onsite hardware/software/telecom charges, upkeep onsite fax solution/machines
• Provides secure connections and encryption for sent and received files
• Trackable delivery with no busy signals or capacity constraints
• World-class network scaling to support large data transmissions/peak fax traffic
• Enterprise-Grade – Integrate with enterprise applications to optimise workflows

£20 an instance a month

• Free trial 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 bidsandtenders@konicaminolta.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

608384249664454

Contact

Andy Cornish
01268 534444
bidsandtenders@konicaminolta.co.uk

Service scope

• Software add-on or extension: No
• Cloud deployment model: Public cloud
• Service constraints: There are no service constraints that buyers should know about.
• System requirements: No system requirements, other than email access

User support

• Email or online ticketing support: Email or online ticketing
• Support response times: Response times are based on issue severity.
• 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: Web chat
• Web chat support availability: 9 to 5 (UK time), Monday to Friday
• Web chat support accessibility standard: None or don’t know
• How the web chat support is accessible: Web Chat is available via the Konica Minolta web site and is programmed in such a way as to guide the customer to the correct department where their questions will be answered.
• Web chat accessibility testing: None
• Onsite support: Yes, at extra cost
• Support levels: We offer an additional Enterprise Support Level, which we tailor to the customer’s requirements. Costs are dependent on the additional requirements requested.; Technical account management, and access to support engineers, are included within our standard support offering.
• Support available to third parties: Yes

Onboarding and offboarding

• Getting started: All training material, end user and admin guides are available via the on-line portal. ; Online training can also be arranged by prior agreement.
• Service documentation: Yes
• Documentation formats:
  • HTML
  • PDF
• End-of-contract data extraction: Users can export data via CSV, or ask our Support Desk to do this
• End-of-contract process: At the end of the contract period, it is automatically renewed unless the appropriate notice is given.

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: Yes
• Differences between the mobile and desktop service: There are no differences between the mobile and desktop versions.; All features are available to users accessing the platform from any device. Web interface will fit to screen based on the device used.
• Service interface: Yes
• User support accessibility: WCAG 2.1 AA or EN 301 549
• Description of service interface: The solution has a Web based administration interface and is accessed via most common Web browsers.
• Accessibility standards: WCAG 2.1 AA or EN 301 549
• Accessibility testing: We provide access to a web portal for sending faxes, monitoring received faxes and some administration functions.
• API: Yes
• What users can and can't do using the API: Full management of inbound and outbound fax traffic within customers’ existing applications.
• API documentation: Yes
• API documentation formats:
  • HTML
  • PDF
• API sandbox or test environment: Yes
• Customisation available: Yes
• Description of customisation: Customers are able to customise how fax header sheets are presented to a recipient.

Scaling

• Independence of resources: OpenText uses a world class Capacity Management process based on ITIL’s best practices in Service Design.; ; It consists of three main processes:; • Business Capacity Management (BCM) – ensure future business requirements are well understood and planned for; • Service Capacity Management (SCM) – ensure services are effectively monitored and demand is managed to meet internal/external SLAs; • Component Capacity Management (CCM) – ensure component/finite resource usage is base-lined and monitored, and utilisation profiles are well-defined and current.; The underlying procedures for each process involve collection of statistics, analysis of the data, generation of reports and communication with relevant groups.

Analytics

• Service usage metrics: Yes
• Metrics types: Inbound and outbound fax traffic
• Reporting types: Real-time dashboards

Resellers

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

Staff security

• Staff security clearance: Conforms to BS7858:2019
• Government security clearance: Up to Baseline Personnel Security Standard (BPSS)

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: 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: Other
• Other data at rest protection approach: Data is encrypted during transit with AES256 encryption, and at rest with AES128 encryption.; We are SOC1 and SOC2 certified, and our security controls comply with ISO 27001 format.
• 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: Via CSV
• Data export formats: CSV
• Data import formats: CSV

Data-in-transit protection

• Data protection between buyer and supplier networks: Other
• Other protection between networks: Data can be transferred via SSL, TLS, VPN, SFTP and MQ.; Protection is via 256 AES encryption.
• Data protection within supplier network:
  • TLS (version 1.2 or above)
  • Other
• Other protection within supplier network: Data can be transferred via SSL, TLS, VPN, SFTP and MQ.

Availability and resilience

• Guaranteed availability: 99.5% SLA
• Approach to resilience: Proprietary – Can be shared during on-site visit or WebEx with an NDA in place.; ; The wholly-owned data centre is located in the UK with extensive back arrangements. The fail-over data centre is located in Amstelveen in the Netherlands.
• Outage reporting: Email alerts

Identity and authentication

• User authentication needed: Yes
• User authentication: Username or password
• Access restrictions in management interfaces and support channels: Only our approved and vetted administrators have access to our cloud production platform. The data is also encrypted.; ; Two-factor authentication is implemented for administrators to access the production platform. We operate a formal Data Loss Protection service: Citrix ZenApp.; The Citrix ZenApp security gateway also functions as a DLP clean room, preventing data from the commercial services environment from being copied, cut, pasted or moved to a lower security area, open, moved to email or the internet, or otherwise removed from the secured commercial environment.; ; Access is based on job role, and only essential personnel have access to Production.
• 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 receive audit information on a regular basis
• How long user audit data is stored for: Between 6 months and 12 months
• Access to supplier activity audit information: Users receive audit information on a regular basis
• How long supplier audit data is stored for: Between 6 months and 12 months
• How long system logs are stored for: Between 6 months and 12 months

Standards and certifications

• ISO/IEC 27001 certification: Yes
• Who accredited the ISO/IEC 27001: NQA
• ISO/IEC 27001 accreditation date: Issue Date: 26 November 2013 Reissued: 19 February 2024
• What the ISO/IEC 27001 doesn’t cover: All relevant and applicable products, services and processes are covered
• ISO 28000:2007 certification: No
• CSA STAR certification: No
• PCI certification: Yes
• Who accredited the PCI DSS certification: Worldpay
• PCI DSS accreditation date: 07/04/2021
• What the PCI DSS doesn’t cover: Covers the limited number of credit card transactions that we process. There are no credit card related payment processes outside of this scope.
• Cyber essentials: Yes
• Cyber essentials plus: Yes
• Other security certifications: Yes
• Any other security certifications:
  • Cyber Essentials, and Cyber Essentials Plus
  • Common Criteria and ISO 15408

Security governance

• Named board-level person responsible for service security: Yes
• Security governance certified: Yes
• Security governance standards:
  • ISO/IEC 27001
  • Other
• Other security governance standards: SOC1,2 & 3. Opentext follows information security and risk management industry best practices as defined by our ISO 27001:2013 Global Information Security Management System (ISMS).; ; Our ISMS provides continuous and rigorous risk management processes to help ensure the ongoing confidentiality, integrity and availability of all information in Opentext custody.
• Information security policies and processes: Konica Minolta is committed to operating an effective Information Security Management System that will ensure information is protected from a loss of confidentiality, integrity and availability.; ; Given this, our basic approach to information security is to continuously make improvements by measuring and assessing risks associated with important information assets and applying effective measures to mitigate those risks.; ; To support this, we have identified key information security principles; and to ensure these key principles are met, we have established a set of information security objectives as part of our Integrated Business Management System which are monitored and reviewed regularly.; ; This Policy covers Konica Minolta Business Solutions (UK) Ltd and all relevant subsidiaries, including all UK regional offices. It is applicable to all colleagues, visitors, suppliers, customers and contractors related to business activities, products or services.; ; Compliance with the Information Security Policy is mandatory. All Leaders are directly responsible for implementing this policy and ensuring colleagues’ compliance within their Business Units and Shared Functions.; ; At ProcessFlows, our Global Information Security Policies are reviewed at least annually and approved by Chief Information Security Officer. If required, we can provide a Table of Contents for our Global Information Security Policy to demonstrate its comprehensiveness.

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: We have a fully mature ITIL-based Change Management process. All changes to the Production environment must go through the Change Management process. Changes in non-production/QA/Test environment do not require a change ticket.; Once testing is completed, the results are listed in the Production Change ticket that would be submitted for approval to the Change Management Board, along with a back-out plan and risk assessment for the change.; There is a segregation of duties as to who submits the change, who implements the change, and who approves the change.
• Vulnerability management type: Conforms to a recognised standard, for example CSA CCM v3.0 or SSAE-16 / ISAE 3402
• Vulnerability management approach: Assets are scanned monthly and do daily incremental scans.; Third party/external Internet facing (application and network) penetration test are performed annually.; Vulnerabilities are remediated based on risk, leveraging NIST CVSS standards.; ; Our patching methodology follows our policy to maintain a commercial environment where OS and 3rd party applications are never more than n-1 versions away from the most current minor version available.; We conduct monthly reviews and ranking exercises of new security patch notifications and reported vulnerabilities.; Patches are applied based on applicability and severity/impact to our environment.; Emergency 0-3 days; High 0-30 days; Medium 9-90 days; Low 0-180 days
• Protective monitoring type: Conforms to a recognised standard, for example CSA CCM v3.0 or SSAE-16 / ISAE 3402
• Protective monitoring approach: A Security Event Management (SIEM) tool collects, analyses and triages security events. Logs are stored on a secure server; security events are managed through ITIL processes that alert, triage and escalate events, ensuring the right steps are taken for resolution.; ; IDS/IPS services (in place via Unified Threat Management device that process all network traffic) are updated daily with prevention signatures, using a 24/7/365 Network Operations Centre to review and triage monitored events.; For events requiring additional review, they are escalated to an ITIL-based Incident Management process with embedded SIRP that will work until resolution and/or service is restored.
• 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: Security events are managed through an ITIL-based security incident event response process that is in place to alert, triage and escalate events. This program ensures that the right steps are taken to resolve the event.

Secure development

• Approach to secure software development best practice: Conforms to a recognised standard, but self-assessed

Public sector networks

• Connection to public sector networks: Yes
• Connected networks: Other
• Other public sector networks: We will work you to interface/link to any established networks.

Social Value

• Social Value:

  Social Value

  • Fighting climate change
  • Covid-19 recovery
  • Tackling economic inequality
  • Equal opportunity
  • Wellbeing

  Fighting climate change

  As the need for data centres grows, so too do the resources required to manufacture, build, and run these facilities. Konica Minolta is committed to providing Cloud services that are as sustainable as possible and uses various data centre providers for its services to target this goal.; As an accredited Microsoft Cloud Solution Partner, we offer several Microsoft services which are hosted in Microsoft’s data centres - four of which are LEED Gold certified, with 74 other projects going through certification. By 2025, Microsoft expects to power its data centres with 100% new renewable energy generation that matches its electricity consumption on an annual basis. Microsoft has also pledged to put more water back into the environment than they consume as well as to produce zero waste for its direct operations by 2030.; Konica Minolta’s Cloud Print Solution Workplace Pure is hosted in the Open Telekom Cloud. With a 1.3 PUE (Power Usage Effectiveness) rating it requires 30 percent less energy than comparable data centres. The data centre is powered 100% by electricity from renewable energy sources. ; In addition, Konica Minolta operates two of its own data centres in Hanover, Germany, and Stockholm, Sweden. From here it offers Infrastructure as a Service, a virtual IT infrastructure environment including a virtual network, virtual storage, and virtual server resources for customers. Both data centres operate with 100% renewable energy and are ISO 14001 certified.; At Konica Minolta, we've committed to becoming net zero in Scope 1, 2 and 3 by 2050. To help achieve this, in the UK we have published our carbon reduction plan for the last 3 years and are documenting a clear roadmap of how we get there. All employees undertake our Environment Essentials online training course annually.

  Covid-19 recovery

  At Konica Minolta delivering social value is a key part of our Environmental, Social, and Governance (ESG) strategy, which ensures that as a business and a team of people we are responsible to the wider communities we live and work in, as well as delivering our products and services to customers. ; This commitment to people, places, and the environment is ingrained in Konica Minolta as a global business, but it is also vitally important at even the most local of levels. As well as supporting national causes, we have refocussed on a place-based approach to social value. This means understanding the most challenging issues and opportunities in the communities where our employees and customers are and collaborating with others to make the biggest impact and to support the recovery from Covid-19.; Since the pandemic, people’s needs have changed and as a business we have had to adapt to be more agile to support the needs of our employees, customers and suppliers. For example, our choice based working policy enables those with caring responsibilities to balance the requirements of life and work around the needs of our business. ; Through our Social Impact Working Group we have established three charity partnerships across the UK to raise awareness and raise funds to support the vital work of our partners. This focus on local community partnerships has enabled us to ensure we are prioritising the needs of our local communities and supporting with the recovery.

  Tackling economic inequality

  Apprenticeships are a fantastic way to build a CV that showcases that an individual has that all important experience in the modern working world. Meanwhile, for the employer the rewards of running an apprenticeship programme are many. It provides access to a rich and diverse talent pool of motivated people that want to learn and progress. This has never been more important, especially in sectors where skills shortages are impeding productivity.; At Konica Minolta our nationwide apprenticeship programme has been developed to attract people from different walks and stages of life, to provide them with opportunities to flourish and provide a clear career path that retains them within the business, as part of an ongoing programme of progression. ; The programme includes Early Careers Business Professional apprenticeships designed for school and college leavers to kickstart their careers, develop skills and make an impact. It is complemented by an initiative for existing employees to develop their skills further in a specific area, or to transition into another part of the business, as well as a scheme for fulfilling junior level vacancies. ; As a Top Employer, we want to ensure we go above and beyond the governments National Minimum Wage, with focus on ensuring our employees receive at least the Real Living Wage and enabling access to all for purchasing our top wellbeing benefits.

  Equal opportunity

  At Konica Minolta, we have a commitment to promote a culture of diversity, equity, and inclusion and have clear targets to achieve this by 2030. Equality and true inclusivity will help drive diverse perspectives, skills and ideas, leading ultimately to a more sustainable business and contributing to a more equal society.; Our aspiration is to be an Employer of Choice where individuality is understood, valued, and celebrated. We meet the varied needs of our employees, taking an intersectional approach and embrace diverse thoughts and opinions. We aspire to be a Partner of Choice, an ethical business that does the right thing. We work with our customers, suppliers, and partners to set clear expectations, share best practice and to look at ways to support each other to drive progress forward.; Our policies, programmes and initiatives support the delivery of our 2030 targets. We seek to continuously push ourselves further, with accreditations and commitments such as the Race at Work Charter and being a Disability Confident Committed organisation.

  Wellbeing

  As a Top Employer in the UK, supporting people’s wellbeing has never been so important. Since the pandemic, our people’s needs have changed. People are far more conscious of their wellbeing now, than ever before. The lockdowns gave people little choice by way of going out and socialising, but it did give time to reflect and focus on what is important – our overall health.; Through our Breathe Employee Resource Group (ERG) we enable our people to own their own holistic wellbeing, and to provide them with the tools and resources to do just that. Under 3 strategic pillars – Mental, Physical and Social Wellbeing, the ERG run awareness campaigns and engagement initiatives on specific wellbeing topics such as nutrition, healthy eating, mental health and financial support. They have an active community which provides a platform for anyone in the organisation to get involved, connect with initiatives and access resources. ; All people leaders in our organisation have participated in mental health awareness training. This course gives our leaders the tools to be able to support our people at a foundation level and helps them spot the signs of struggle earlier. It also educates them on how to signpost to further support, whether that be through our employee assistance programme, or external professionals. Our policies, programmes and initiatives support our employees and their wellbeing including our choice-based working policy which enables a better life balance for our employees.; We work with our customers, suppliers, and partners to set clear expectations, share best practice and to look at ways to support each other to drive progress forward.

Pricing

• Price: £20 an instance a month
• Discount for educational organisations: No
• Free trial available: Yes
• Description of free trial: The free version offers the same functionality as the production, for max. 30 days

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 bidsandtenders@konicaminolta.co.uk. Tell them what format you need. It will help if you say what assistive technology you use.