INFOSHARE+ LIMITED

ScanStation + MyScan

ScanStation is an evidence-capture solution combining an Android app, compatible tablet and desk-mounted scanning cradle along with a web application (MyScan) for users’ own devices. It enables service users to scan evidence for council transactions, submit identifying metadata and integrates with any back-end system.

Features

• Dual Android app, device and secure furniture solution
• Enhanced camera functionality ensures quality images every time
• All files are delivered with corresponding metadata
• Integrated with Anite GIM, Civica W360, Info@work, Jadu CXM, others
• Real-time address lookup using NLPG Unique Property Reference Number
• Ability to generate any file types from individual image files
• Comprehensive usage auditing and reporting
• Integrates with back-office systems
• Web-optimised application available across any device with a modern browser

Benefits

• Reduces face-to-face contact / enables self-service
• Supports all services that require scanned supporting documents
• Shortens the end-to-end application timeframe
• Per scan saving of £3.66 (council customer service centre model)
• Year on year savings
• Potential for 80% of supporting documents to be self-scanned
• Simple, non-technical, accessible app on familiar technology
• Enables advocates/family/friends to progress claims on applicant’s behalf

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

Framework

G-Cloud 15

Service ID

621042248998381

Contact

Tenders
020 8541 0111
tenders@infoshareplus.com

About your service

• Service categories:

  Applications

  Production and operations

  Service industry and public sector operations

  • Other
• Multi cloud support: No

Service scope

• Software add-on or extension: No
• Cloud deployment model:
  • Public cloud
  • Private cloud
• Service constraints: Support does not extend to the hardware that is procured by the customer nor their consumed web services that the app calls on to operate.
• System requirements: Device lockdown software is required for the tablet

User support

• Email or online ticketing support: Yes
• Support response times: Infoshare+ uses four different priority levels - Low, Medium, High or Critical. Detailed response times would be covered in our SLA although they are generally between 2 business hours and 24hrs depending on the severity of the issue, and recovery times of 4-8 business hours - again depending on the severity of the issue.
• 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: No
• Onsite support: No
• Support levels: We have a dedicated service portal that all customers are given access to, allowing customers to create tickets. Staff assess all cases and triage into a priority level that reflects the impact of the reported problem on the customer’s business and our agreed SLAs. ; ; Infoshare+ uses four different priority levels - Low, Medium, High or Critical. Detailed response times would be covered in our SLA although they are generally between 2 business hours and 24hrs depending on the severity of the issue, and recovery times of 4-8 business hours - again depending on the severity of the issue. ; ; The costs for this support are included in the overall ongoing management costs. All support provided via telephone and email is included within the annual charges.
• Support available to third parties: No

Onboarding and offboarding

• Getting started: End users are expected to use the service unassisted. Customers are provided with user documentation.; ; A number of standard service elements may be customised during the onboarding process, including but not limited to: Service areas, evidence types, and metadata fields / Receipt functionality (including optional submission reference codes) / Branding (logos and colours) / Guidance text / Geographical scope (administrative boundaries) of address lookup.; ; Infoshare+ work with buyers to define the above requirements (and apply them to pre-release versions of the app for acceptance testing) we will support (where possible) the activities for which the buyer is responsible, including: advice on compatible Android tablets / Connecting the tablets to local IT infrastructure / Implementing device management solution / furniture for cradle installation / marketing and communications relating to the new service.
• Service documentation: Yes
• Documentation formats: PDF
• End-of-contract data extraction: No data is kept on the system.
• End-of-contract process: At the end of the contract Infoshare+ Ltd will decommission the service and delete all supporting data from the relevant systems for which it is responsible.; ; References to the service may be removed from Infoshare+ Ltd literature and website.
• Documentation accessibility standard: WCAG 2.2 AA

Using the service

• Web browser interface: Yes
• Supported browsers:
  • Microsoft Edge
  • Firefox
  • Chrome
  • Safari
  • Opera
  • Other
• Application to install: Yes
• Compatible operating systems: Android
• Designed for use on mobile devices: Yes
• Differences between the mobile and desktop service: Scanstation is an Android tablet-only experience that requires an install.; ; MyScan replicates the experience but can be done from a browser on the user's own modern handset, without any requirements to install an application.
• Service interface: Yes
• User support accessibility: WCAG 2.2 AA
• Description of service interface: Scanstation is a user-facing service is a dedicated Android app accessed via a compatible device (i.e. tablet) using an intuitive, accessible user interface.; ; MyScan is web-based and can be accessed via modern browsers.; ; Management information (i.e. reporting) and QR code management is available to customers via a browser.
• Accessibility standards: WCAG 2.2 AA
• Accessibility testing: The solution is tested using Android's Accessibility Scanner app and Android's built-in screen reader TalkBack to test accessibility against WCAG 2.2 AA standards.
• API: No
• Customisation available: Yes
• Description of customisation: A number of standard service elements may be customised during the onboarding process, including but not limited to: Service areas, evidence types, and metadata fields / Receipt functionality (including optional submission reference codes) / Branding (logos and colours) / Guidance text / Geographical scope (administrative boundaries) of address lookup.; ; The solution has no user customisable areas.

Scaling

• Independence of resources: The app runs on a single device. The maximum amount of users at any given time is 1 per device.

Analytics

• Service usage metrics: Yes
• Metrics types: Service metrics are available to customers via a dedicated management console. This covers real-time reporting on scan submissions and pages scanned (by date/service area/evidence type/location), device information, session data, popular service areas and evidence types.
• Reporting types: Real-time dashboards
• Resource tagging: No
• FOCUS resource tagging: No

Resellers

• Supplier type: Not a reseller

Staff security

• Staff security clearance: Staff screening not performed
• Government security clearance: 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: Complies with a recognised standard (for example CSA CCM version 4.0)
• 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: Submitted data is typically relayed to the council in real-time, and not retained on the service.
• Data sanitisation process: No
• Equipment disposal approach: Complying with a recognised standard, for example CSA CCM v4.0, CAS (Sanitisation) or ISO/IEC 27001

Data importing and exporting

• Data export approach: No data is kept on the system.
• Data export formats: Other
• Other data export formats: N/A
• Data import formats: Other
• Other data import formats: No data is imported to the system.

Data-in-transit protection

• Data protection between buyer and supplier networks:
  • TLS (version 1.2 or above)
  • IPsec or TLS VPN gateway
  • Other
• Other protection between networks: TLS (Version 1.2 and above) and IPsec or TLS VPN gateway applies to the 'MyScan' element.; ; For Scanstation the device resides on buyer's network so not applicable.
• Data protection within supplier network: Other
• Other protection within supplier network: N/A. Data does not reside on our network.

Availability and resilience

• Guaranteed availability: The service is provided for end users on a continuous 24-7-365 basis, with no planned maintenance windows, although we recognise that buyers may want to restrict access to Scanstation based on the opening times of their customer service centres.; ; Service unavailability refunds are not provided.
• Approach to resilience: Not applicable in this case for ScanStation, by virtue of the app running on customer devices.; ; For MyScan then resilience is built into the solution at the outset but further information is available upon request.
• Outage reporting: Not applicable for ScanStation by virtue of the app running on customer devices.; ; MyScan is monitored by Uptime Robot and notifies technicians of any outages via email. ; ; 1st Line Support is available for buyers to log issues.

Identity and authentication

• User authentication needed: No
• Access restrictions in management interfaces and support channels: Not applicable in this case.
• Access restriction testing frequency: Never
• Management access authentication:
  • Multi-Factor Authentication (MFA)
  • Username or password
  • Other
• Description of management access authentication: IP restriction

Audit information for users

• Access to user activity audit information: No audit information available
• Access to supplier activity audit information: No audit information available
• How long system logs are stored for: Less than 1 month

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: Cyber Essentials+
• Information security policies and processes: We have an ethical, legal, and professional duty to ensure that the information the solution holds complies with the principles of confidentiality, integrity, and availability. We endeavour to ensure that the information we have or are responsible for is safeguarded where necessary against inappropriate disclosure; is accurate, timely and attributable; and is available to those who should be able to access it. As such, we have our own Information Security Policy in place that covers processes such as Legal & Regulatory Obligations, Information Classification, Compliance, Policy Awareness, Disciplinary Procedures, Incident Handling and Codes of Practice. We ensure this policy is enforced through periodic reviews by the senior leadership team. We hold the following accreditations; ISO9001:2015 - Quality management ISO27001:2022 - Information security management Cyber Essentials Plus
• Software Security Code of Practice: Yes

Operational security

• Configuration and change management standard: Supplier-defined controls
• Configuration and change management approach: Infoshare+ operates documented change and configuration management processes as part of its Integrated Management System (IMS), aligned to ISO 9001 and ISO 27001.; ; All changes are raised through a controlled change request process and assessed for risk, security, and service impact before approval. Changes are reviewed and authorised by appropriate operational and technical stakeholders, with records retained to provide a clear audit trail.; ; Configuration records and system assets are maintained to ensure accuracy and integrity, with exceptions investigated and addressed in line with defined procedures. These controls help ensure services remain secure and consistent while enabling controlled improvement.
• Vulnerability management type: Supplier-defined controls
• Vulnerability management approach: For the purposes of vulnerability management, since the solution runs on customer-managed infrastructure and no personal data is relayed to systems operated by Infoshare+ Ltd, all vulnerability policies and roles are the buyer's responsibility.
• Protective monitoring type: Supplier-defined controls
• Protective monitoring approach: We give any security related incidents the highest priority. We have monitoring software that detects abnormal activity and provides alerts if unusual patterns of activity are detected. In the event of a potential breach, the situation is assessed for severity and an appropriate response is coordinated immediately.
• Incident management type: Supplier-defined controls
• Incident management approach: Users can report incidents through our self-service ticketing system or by email to their account manager. Most incidents follow predefined workflows for quick resolution, while unique issues are handled case-by-case and followed up with an incident report to relevant stakeholders based on severity.
• 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: 5%
• Between £500,001 and £1,000,000: 7.5%
• Between £1,000,001 and £2,500,000: 10%
• Between £2,500,001 and £5,000,000: 12.5%
• Over £5,000,001: 15%

Non-mandatory Standards and certifications

• ISO/IEC 27001 certification: No
• ISO 28000:2022 certification: No
• ISO 9001 certification: No
• Quality management systems (QMS): Yes
• CSA STAR certification: No
• PCI certification: No
• Cyber essentials: No
• Cyber Essentials Alternative: None of the criteria
• Cyber essentials plus: Yes
• Please provide your Cyber Essentials Plus Certificate Number: Ffad9268-8e5a-4835-b6d3-cf76548352fa
• 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
    • Plans to engage the contract workforce in deciding the most important workplace issues to address
    • Monitoring of employee engagement rates (by protected characteristic) and, where necessary, the development of actions to ensure all voices are heard across the diversity of the workforce
    • Employment contracts that reflect actual hours worked; steps taken to ensure employees understand their contracts and have the ability to review and adjust them if actual hours regularly exceed contracted hours
    • Activities that support an environment where staff are educated about, and feel empowered to, address their physical wellbeing
    • Activities that support an environment where staff are educated about and feel empowered to report and address bullying and harassment
    • Activities to cascade good practice on fair working conditions throughout the supply chain
    • Offer a pay and leave entitlement to all eligible staff who become kinship carers, ideally equivalent to statutory adoption pay and leave
    • Payment of more than the National Minimum Wage or National Living Wage (as appropriate) to the contract workforce
    • Understanding of in-work progression issues affecting the market, industry or sector relevant to the contract, and in the supplier’s own organisation and those of its key sub-contractors
    • Measures to support in-work progression to help people in the contract workforce, to move into higher paid work by developing new skills relevant to the contract
    • Support for educational attainment relevant to the contract, including training schemes that address skills gaps and result in recognised qualifications
    • Volunteering opportunities for staff
    • Understanding of the modern slavery risks and issues affecting the market, industry, sector or country (of origin or of source) relevant to the contract, and the workforce in the supplier’s own organisation and those of its key subcontractors
    • Measures to identify, mitigate and manage modern slavery risks relating to the contract and how these will be implemented
    • Outline policies and practices to be applied to or put in place for the contract to mitigate and manage modern slavery risks, including: Pre-employment checks, recruitment practices. Workplace conditions, safeguarding plans and processes in place and regular monitoring with relevant groups considered, which may include sampling

  • 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 2: Skills for growth: Supporting growth sectors and addressing skills gaps.

    • Understanding of employment and relevant skills issues, and of the education and training issues relating to the contract. Illustrative examples: demographics, skills shortages, new opportunities in high growth sectors, geographic/local community and skills/employment challenges
    • Support for educational attainment relevant to the contract, including training schemes that address skills gaps and result in recognised qualifications
    • Activities to support relevant sector related skills growth and sustainability in the contract workforce. Illustrative examples: careers talks, curriculum support, literacy support, safety talks and volunteering

  • 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 3: Resilient, innovative and flexible supply chains: Support economic growth through enabling resilient businesses, opportunities for small businesses and voluntary, community and social enterprises

    • Understanding of the types of businesses in the market and the level of participation by new businesses, entrepreneurs, start-ups, SMEs, VCSEs and mutuals
    • Activities to identify opportunities to open up sub-contracts under the prime contract to a diverse range of businesses, including new businesses, entrepreneurs, start-ups, SMEs, VCSEs and mutuals
    • Activities that demonstrate a collaborative way to work with a diverse range of businesses as part of the supply chain

  • Mission: Make Britain a clean energy superpower: To cut bills, create jobs and deliver security with cheaper, zero-carbon electricity by 2030, accelerating to net zero

    Policy Outcome 4: Sustainable procurement practices: Reducing carbon footprints, minimising waste, and promoting the use of clean energy and green technologies.

    • Understanding of opportunities for additional environmental benefits delivery in the performance of the contract, including working towards net zero carbon emissions and use of clean energy and green technologies

  • Mission: Break down barriers to opportunity: By reforming our childcare and education systems, to make sure there is no class ceiling on the ambitions of young people in Britain

    Policy Outcome 6: Employment and training: For those who face barriers to employment

    • Understanding of the issues affecting inequality in employment, skills and pay in the market, industry or sector relevant to the contract, and in the supplier’s own organisation and those of its key sub-contractors. Measures to tackle inequality in employment, skills and pay in the contract workforce
    • Inclusive and accessible development practices, including guidance for line managers on recruiting, managing and developing people with a disability or health condition

  • Mission: Build an NHS fit for the future: That is there when people need it; with fewer lives lost to the biggest killers; in a fairer Britain, where everyone lives well for longer.

    Policy Outcome 8: Increasing productivity through physical and mental wellbeing: In the supply chain and communities in the relevant area.

    • Understanding of issues relating to health and wellbeing, including physical and mental health, in the contract workforce
    • Understanding barriers to access to health and social care services or employment opportunities e.g. digital inclusion
    • Inclusive and accessible recruitment practices, development practices and retention policies that support-focused activities including those provided in the Guide for line managers on recruiting, managing and developing which support people with a disability or health condition

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