Knowledge Capture - Cloud Content Management
A consumption-based Content-as-a-Service platform hosted in Microsoft Azure. Allowing organisations to manage content in a secure, compliant, resilient & scalable cloud platform. Knowledge Capture combines the ability to manage processes, documents, and data in centralised secure location, meeting statutory compliance needs, and a cost-effective platform to content-enable business applications.
Features
- Cloud content management with content sharing, security and storage
- Captures documents and critical information
- High-performance search and retrieval; full-text and property search templates
- Mobile access makes content available when you need it
- Securely share with internal teams and external users
- Information governance; retention policies, document classification and legal holds
- Route your documents using approval workflows
- Bring content into your applications and processes
- Easily integrated with line of business applications
- Best in class proactive monitoring
Benefits
- Substantial cost savings for management of enterprise content
- Migrate your on-premise content and reduce operational costs significantly
- Maximize productivity; eliminate manual document classification and metadata entry
- Easy access to information from preferred applications
- Collaborate on documents while upholding security policies
- Redact documents using user permission-based role-blocking information
- Support for legislative records compliance such as GDPR
- Scalable, on-demand cloud solution using Microsoft Azure UK datacentres
- Content secure in cloud, compliant with major security standards
- Real-time alerts and insights preventing downtime and enhancing performance
Pricing
£3,000 a unit a month
- Education pricing available
Service documents
Request an accessible format
Framework
G-Cloud 14
Service ID
6 7 0 3 2 2 1 3 9 7 9 0 2 9 4
Contact
enchoice UK
David Littler
Telephone: 07540667300
Email: dlittler@enchoice.com
Service scope
- Software add-on or extension
- Yes, but can also be used as a standalone service
- What software services is the service an extension to
- Business Process Management, Intelligent Document Capture and Intelligent Document Processing.
- Cloud deployment model
-
- Public cloud
- Private cloud
- Hybrid cloud
- Service constraints
- Cloud Services are designed to be available 24/7, subject to maintenance. Customers will be notified of scheduled maintenance.
- System requirements
-
- Service is accessed through an internet browser and/or mobile app
- Windows 10 or 11 on the users desktop environment.
- Mac OSX
User support
- Email or online ticketing support
- Email or online ticketing
- Support response times
-
24 x 7 service desk support for users,
Initial response times depend upon request severity;
Severity 1: Less than one hour,
Severity 2: Less than two hours,
Severity 3: Less than four hours,
Severity 4: Less than eight 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
- 9 to 5 (UK time), 7 days a week
- Web chat support
- No
- Onsite support
- Yes, at extra cost
- Support levels
-
We provide support for services within our portfolio. The scope of support services is agreed to match client needs, and can include:
24 x 7 service desk support for users, ticket tracking and resolution,
continuous delivery of fixes and enhancements,
maintenance of a backlog of enhancement/improvement needs, continuous improvement services to address further needs,
Technical Account Managers with quarterly business reviews.
Initial response times depend upon request severity.
Severity 1: Less than one hour
Severity 2: Less than two hours
Severity 3: Less than four hours
Severity 4: Less than eight hours - Support available to third parties
- Yes
Onboarding and offboarding
- Getting started
-
EnChoice has an experience-based methodology starting with discovery activities supported by implementation services to ensure rapid deployment. The Discovery Phase analyses the business domain with the business stakeholders to review document policies & procedures performed in the normal course of business, the organisational structure and working methods. In addition a review of the content inventory, content lifecycles, retention & disposition requirements, content locations, content taxonomy & associated metadata. In addition analysis of content ownership, access rights, security hierarchies, content volumes, usage statistics and the information system landscape provides a complete profile to configure the platform and deliver the end-to-end service.
We onboard users by a variety of means that align with clients’ needs; online training using video-conferencing, in person with a dedicated trainer as well as a rich suite of documentation. - Service documentation
- Yes
- Documentation formats
-
- HTML
- End-of-contract data extraction
- At the end of the contract enChoice can supply the information extracted from the system. This can be transferred to the user electronically via secure electronic transfer by arrangement with the client. If there are specific needs for the physical transfer of the data we would support this by additional services defined in a scope of work.
- End-of-contract process
- Termination of the services may incur costs if users require assistance in extracting their data but in normal circumstances there are no hidden costs for terminating the service. Any cost will be based upon the standard services rate card.
Using the service
- Web browser interface
- Yes
- Supported browsers
-
- Internet Explorer 11
- Microsoft Edge
- Firefox
- Chrome
- Safari
- Application to install
- No
- Designed for use on mobile devices
- Yes
- Differences between the mobile and desktop service
-
The same core user functionality to edit and share content whilst on the move is available on the mobile application and the desktop service.
The mobile application provides end user functionality with no admin functions. - Service interface
- Yes
- User support accessibility
- WCAG 2.1 AA or EN 301 549
- Description of service interface
-
The service interface is a web client that provides users with a console for working with content. The interface also enables users to create views of the relevant documents, folders, and searches needed to complete a task.
With the service interface users can: search for content using index data or by running a text search, preview documents, view documents side-by-side, edit document properties,
add annotations to documents, send documents and links to documents through email, print documents, download documents, save documents, folders, and other content as favourites, organise documents by creating folders and adding content to the folders. - Accessibility standards
- WCAG 2.1 AA or EN 301 549
- Accessibility testing
- The web client is compatible with the JAWS screen reader application. The web client has the properties required for JAWS to make on-screen information available to visually impaired users.
- API
- Yes
- What users can and can't do using the API
-
Integration Services use a RESTful Interface to support system integration to repository functions. The interfaces enable custom solutions to work with content, including the ability to store, query, retrieve and modify documents.
The REST API is stateless to support network load balancing and uses HTTPS security to pass credentials to log on and off on each request.
Data is sent and received as JSON (JavaScript Object Notation) and transported over SSL. - API documentation
- Yes
- API documentation formats
-
- Open API (also known as Swagger)
- API sandbox or test environment
- No
- Customisation available
- Yes
- Description of customisation
- Almost every feature of the platform is customisable. The system can be configured to align with the content, metadata, classification and retention business requirements. In addition, business specific workflows can be configured and added to the service to enhance existing business processes.
Scaling
- Independence of resources
-
The enChoice cloud architecture maintains logical separation of client data to prevent users and customers from accessing resources not assigned to them.
Each customer is provided their own own instance so each customer has their own database and resource groups.
enChoice continuously monitors service usage to ensure the platform needs support availability requirements. enChoice maintains a capacity planning model to assess usage and demands, provisioning additional resources based upon current resources and forecasted requirements.
Analytics
- Service usage metrics
- Yes
- Metrics types
- EnChoice system metrics monitor the health of the user experience and application processes. We monitoring every component of an environment and user usage reporting service levels and operating metrics.
- 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 Security Clearance (SC)
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
- ‘IT Health Check’ performed by a Tigerscheme qualified provider or a CREST-approved service provider
- Protecting data at rest
- Physical access control, complying with CSA CCM v3.0
- Data sanitisation process
- Yes
- Data sanitisation type
-
- Explicit overwriting of storage before reallocation
- 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
- The user interface provides users with the ability to perform one-off exports as required, or if a bulk export this can be arranged with our professional service's teams.
- Data export formats
-
- CSV
- Other
- Other data export formats
-
- XML
- Content is exported in the native stored format.
- Data import formats
-
- CSV
- Other
- Other data import formats
-
- XML
- Content in the native stored format.
Data-in-transit protection
- Data protection between buyer and supplier networks
-
- Private network or public sector network
- TLS (version 1.2 or above)
- IPsec or TLS VPN gateway
- Other
- Other protection between networks
- All services within the network are protected by dedicated firewalls.
- Data protection within supplier network
-
- TLS (version 1.2 or above)
- IPsec or TLS VPN gateway
Availability and resilience
- Guaranteed availability
- Typical service availability is 99.95% The SLA offered would depend on the type of service being provided and would be agreed at the start of the contract.
- Approach to resilience
- Available on request
- Outage reporting
-
Email notifications for scheduled changes.
Performance against SLA is included in the service reporting, service availability is a key SLA for the online service.
Identity and authentication
- User authentication needed
- Yes
- User authentication
-
- 2-factor authentication
- Public key authentication (including by TLS client certificate)
- Identity federation with existing provider (for example Google Apps)
- Dedicated link (for example VPN)
- Username or password
- Access restrictions in management interfaces and support channels
- Two factor authentication, IP White list, VPN
- Access restriction testing frequency
- At least every 6 months
- Management access authentication
-
- 2-factor authentication
- Public key authentication (including by TLS client certificate)
- Identity federation with existing provider (for example Google Apps)
- Dedicated link (for example VPN)
- Username or password
Audit information for users
- Access to user activity audit information
- Users contact the support team to get audit information
- How long user audit data is stored for
- Between 1 month and 6 months
- Access to supplier activity audit information
- Users contact the support team to get audit information
- How long supplier audit data is stored for
- Between 1 month and 6 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
- ISOQSL
- ISO/IEC 27001 accreditation date
- 22/01/2024
- What the ISO/IEC 27001 doesn’t cover
- The certification covers the full hosted service and service management
- 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
-
- CSA CCM version 3.0
- ISO/IEC 27001
- Information security policies and processes
- The enChoice cloud is ISO 27001 and follows the controls described in the SOC2 principles and is audited against these controls. More widely, we have a corporate Information Security Management System (ISMS) that is aligned with appropriate industry standards.
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
- Initially, the solution is configured to meet specific business requirements, leveraging robust content management capabilities. This configuration includes setting up document types, metadata, access controls, and integration points with existing systems. Change management adheres to structured procedures to ensure stability and compliance. Changes are proposed, reviewed, and approved through a formal change advisory board. A DevOps approach is used for continuous integration and deployment, facilitating tracking, version control, and testing before changes are pushed to production environments. This ensures that updates are delivered smoothly and without disrupting existing operations. The procedures encompass all services provided by enChoice to its clients.
- Vulnerability management type
- Conforms to a recognised standard, for example CSA CCM v3.0 or SSAE-16 / ISAE 3402
- Vulnerability management approach
-
EnChoice constantly monitors for threats to our system.
We perform penetration testing and vulnerability assessments routinely, enlisting a qualified independent third-party to perform penetration testing annually, remediating any identified vulnerability.
The enChoice Cyber Incident Response Plan provides enChoice operational procedures of how to report and deal with any event that harms or threatens the system integrity or security of information assets.
The plan defines roles and responsibilities, and steps necessary for managing security incidents and defines channels of communication.
Each threat is classified as Critical, High, Low with expected implementation timescales. - Protective monitoring type
- Conforms to a recognised standard, for example CSA CCM v3.0 or SSAE-16 / ISAE 3402
- Protective monitoring approach
-
EnChoice protective monitoring encompasses platform and application monitoring to ensure security, performance, and operational integrity. Platform monitoring uses native cloud services and 3rd party tools. Application Monitoring tracks the health of the application, focusing on user activities, system errors, and workflow efficiency, collecting and analysing logs from both the application and underlying platform. Application insights provides detailed views into user interactions and experience.
Alerts on abnormal activities are integrated with incident management. Security monitoring ensures security controls are aligned with regulatory requirements. Integrated monitoring safeguards the system against threats, ensures operational efficiency, and maintains service levels and compliance. - 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
-
EnChoice has ITIL based incident management processes that cover events which disrupt, or could disrupt a service, including those reported directly by users, reported and/or logged by technical staff or detected by Event Management.
End users report incidents via a self-service portal. The Portal records information on ticket creation. Automatic ticket categorisation allocates the appropriate SLA and assigns the right technician. Users get regular updates on their incidents.
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
- Tackling economic inequality
- Wellbeing
Fighting climate change
enChoice is committed to operating the business in the most efficient and sustainable way possible. We aim to power our operations with 100% renewable energy by 2030. We plan to achieve this through collaborating with Sci-tech Daresbury, our landlord, who are solely focused on this purpose. To monitor all utility and energy usage in the most efficient way, we have installed various smart technology. Heat pumps and solar panels have been installed. The solar panels provide enough power for 40 local houses. In the race to reduce emissions, consumption, and environmental impacts we have focused on three key topics; our internal operations, the services we provide and the supply chain we work within. A key part of the enChoice operating model is the technology we use to deliver our services. By using Microsoft Azure as our cloud service provider, we are able to take advantage of Microsoft Azure’s sustainability credentials. By moving our customers to the Microsoft cloud, we take advantage of Greener cloud computing and energy efficiency. Microsoft has been carbon neutral since 2012 and a 2018 study found that using Azure can be up to 93% more energy efficient and up to 98% more carbon efficient than on-premises solutions by incorporating innovations in the delivery of greener cloud computing.Tackling economic inequality
enChoice are committed to economic equality in the workforce. Our Social Value charter focuses on growing the business to increase the variety of roles and investing in skills to promote economic equality. We ensure equal access to opportunities, quality learning and skills development through online learning facilities, monthly 1-to-1’s and annual open reviews where all staff are encouraged to discuss additional learning/development of skills. We will use vocational training, apprenticeships, and internships to provide valuable skills and experiences to participants and contribute to building a more diverse, inclusive, and equitable workplace within enChoice. We work with local schools, businesses and colleges to promote working in a SME business to offer hands on experience, skill development and opportunities for graduates, students entering the workplace. We are investing in our supply chain to improve diversity, engaging local suppliers, small businesses and encouraging new startups. Our policies and practices foster a culture of equality, where all employees, regardless of their background, have equal opportunities for advancement. This includes addressing unconditional biases in hiring, promotion, and compensation, and creating a supportive environment where employees feel valued and empowered. All managers are fully trained in unconscious bias by a third party subject matter expert and employees are invited to quarterly hands on sessions. The sessions involve internal and external unconscious bias panels who discuss what unconscious bias is, how to avoid and provide case studies. We have implemented progressive renumeration policies that do not discriminate. Workers at the lower end of the income spectrum can experience improved financial stability and upward mobility with clear opportunities for career progression. EnChoice pays above minimum wage, irrespective of gender. We offer flexible hybrid work policies, tailored to individual needs. Health and tech schemes are available for all employees.Wellbeing
enChoice is committed to providing the support, benefits, and opportunities its employees need to be successful. enChoice offers employees access to benefits to support physical and mental well-being, including access to private healthcare and 24-hour mental health and stress counselling support. We use third-party medical experts (i.e. BUPA, Aviva, etc.) to provide medical service and support. This support includes medical insurance, access to doctors online, mental health experts and 24/7 helplines. This support, provided by a 3rd party health expert, is available for our staff and their spouses.
Pricing
- Price
- £3,000 a unit a month
- Discount for educational organisations
- Yes
- Free trial available
- No