Encodian Services Ltd

Microsoft 365 Electronic Document and Records Management System (EDRMS) for Healthcare

Encodian Filer is an enterprise ready add-on which transforms SharePoint Online into a market leading Electronic Document and Records Management System (EDRMS).

Enabling organisations to exploit the strong foundations of their existing Microsoft 365 investment to deliver solutions quicker, more cost efficiently and aligned with their technology strategy.

Features

• Dynamic document viewer for clinical and back-office documents.
• Advanced refinement search using any combination of metadata.
• Optical Character Recognition (OCR) for all uploaded documents.
• Annotation, redaction and PDF manipulation within the document viewer.
• HL7/FHIR messaging adapter to present patient demographics and clinic lists.
• Document retention and policy management engine for automated processes.
• Break-glass feature to retrieve confidential documents in emergencies.
• Routing and classification engine for scanned documents.
• In-context launcher for embedding links within EPR or PAS systems.
• Native integration with all Microsoft applications.

Benefits

• Simple interface suitable for fast-paced clinical environments.
• Users can navigate seamlessly between Filer and clinical systems.
• Metadata is automatically captured through clinical integrations.
• Reduced support complexity by avoiding custom components.
• Cost-savings by building upon your existing M365 licensing.
• Automatic classification of legacy and day-forward records.
• Metadata at a document level allowing for granular reporting insights.
• Avoids users switching between multiple systems to edit/find documents.
• All data is held in your trusted Microsoft environment.
• Supported by all levels of Microsoft licensing (Including shared tenant).

£5 to £12 a user

• Education pricing available
• 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 dan.kong@encodian.com. Tell them what format you need. It will help if you say what assistive technology you use.

Framework

G-Cloud 14

Service ID

652400922947643

Contact

Daniel Kong
+441212954330
dan.kong@encodian.com

Service scope

• Software add-on or extension: Yes
• What software services is the service an extension to: Filer is an enterprise ready EDRMS add-on for SharePoint Online. The solution is developed using the latest Microsoft technologies and is installed seamlessly within an organisation's existing Microsoft tenant.
• Cloud deployment model: Private cloud
• Service constraints: N/A
• System requirements:
  • Requires organisation's to have SharePoint Online.
  • Azure Resources are required to install Filer (Encodian will recommend).

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.; ; Response times do not vary at weekend, however, weekend support may require a premium support option.
• User can manage status and priority of support tickets: Yes
• Online ticketing support accessibility: WCAG 2.1 AA or EN 301 549
• Phone support: No
• Web chat support: Web chat
• Web chat support availability: 9 to 5 (UK time), Monday to Friday
• Web chat support accessibility standard: WCAG 2.1 AA or EN 301 549
• Web chat accessibility testing: Encodian does not conduct internal testing on our web chat service, however, as part of our service selection process we regularly review and audit the testing and services conducted by our technology provider (Zendesk). ; ; 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, organisations are required to contact Encodian for a quotation as various factors such as complexity, nature of business and expected volumes will be considered when creating tailored support agreements.; ; All Filer customer's will have access to Encodian's enterprise support team which consists of highly senior employees who can triage and remediate issues without further escalation.
• 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: Documents and data will reside within an organisation's existing SharePoint Online system and therefore many organisations have the skill sets in-house to extract their own data at contract end. ; ; Alternatively, customers can request support with 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: Yes
• Differences between the mobile and desktop service: The interface for desktop and tablet allows for document navigation controls to appear on the left with a document viewer rendering information dynamically on the right. This optimises how users can explore documents and records on larger screens. ; ; The system automatically disables this experience for mobile phone users due to the size of screen available which would not allow for a viewer and navigation controls to occur side-by-side. The mobile phone experience is similar to SharePoint Online users will first use advanced search to locate their documents and records. Once selected, the document or record can be opened.
• 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. Filer uses all of the same design and accessibility features as SharePoint. Hence from a user’s perspective it would simply appear that they are within SharePoint Online with additional functionality.; ; 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 Online and Microsoft 365 themes.
• Accessibility standards: WCAG 2.1 AA or EN 301 549
• Accessibility testing: As Encodian Filer is built using the latest Microsoft technologies and standards for SharePoint Online, 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.; ; Encodian Filer also has a 'standard' Power Automate connector (no premium licenses needed) which provides a 'Send to Filer' action. This is essentially a low-code / no-code method to send documents and data directly to the Filer API.; ; 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. ; ; Encodian can help advise as required how Microsoft / Azure resources can be scaled.

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
  • 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: 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. Alternatively, customers can request a full data download (such as configuration data) via support@encodian.com at no additional cost.
• Data export formats: CSV
• Data import formats: Other
• Other data import formats: JSON via the Filer 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
• 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 contact the support team to get 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: 01/04/2024
• 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

• Social Value:

  Social Value

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

  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 2024 to certify our carbon neutral status.

  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

  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 up-skill 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

  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

  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: £5 to £12 a user
• Discount for educational organisations: Yes
• Free trial available: Yes
• Description of free trial: Encodian provides free versions of our software for use in a pilot or proof of concept scenario. ; ; There are no limitations in the functionality of the Software and it will be agreed on a case by case basis how long the free version will be provided for.

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