Scan Optics Ltd

easy.forward™ - Data Capture and Machine Learning Document Processing Service

Scan Optics easy.forward™ service provide UK government agencies with the right intelligent data management solution for Digital Transformation, where cloud services can be utilised to release further efficiencies. Using multi channel scanner support and robotic modules for recognition, classification, indexing, validation, extraction and export of data from documents.

Features

• Capture data from multiple channels (scanner, fax, digital)
• Departmental processing (automated exceptions handling)
• Key From Image (KFI) - multiple image correction
• Built in OCR and ICR recognition engines
• Multiple Data Outputs (MessageQ, ftp, sftp SOAP),
• Support for multiple scanner interfaces (ISIS & Twain) etc
• OpenText Captiva Document Capture Solutions Support
• Reporting & Auditing - Real-time workflow dashboard (including Crystal Reports)
• Agile project management methodology

Benefits

• Technical and graphical application design
• Multi vendor software support Opentext (Solutions), Mitek
• Change management - full system and software release scheduling
• Cross training and knowledge transfer
• High accuracy on recognition rates
• Service delivery options: extraction service delivers data in required formats
• Open development environment (.net, C#, Java, PHP)
• System maintenance (admin, update, vulnerability patching, audit)
• Security cleared personnel
• Online support and help desk

£650.00 to £1,000.00 a unit a day

• Free trial available

Service documents

• Pricing document

  PDF

• Skills Framework for the Information Age rate card

  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 proper@scanoptics.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

697246566111106

Contact

Peter Roper
+44 20 3137 2189
proper@scanoptics.co.uk

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: Our service can be extended to work with additional platforms offering AI, OCR recognition, RPA, Machine learning.
• Cloud deployment model: Private cloud
• Service constraints: Our products will continually be upgraded to align with the supported infrastructure of the customer.
• System requirements:
  • Microsoft platforms compatible
  • AWS and Azure compatible

User support

• Email or online ticketing support: Email or online ticketing
• Support response times: Response time 2 hours between 8:30 - 17:00 Mon-Fri
• User can manage status and priority of support tickets: Yes
• Online ticketing support accessibility: None or don’t know
• Phone support: Yes
• Phone support availability: 9 to 5 (UK time), Monday to Friday
• Web chat support: No
• Onsite support: Yes, at extra cost
• Support levels: Remote support via Remote desktop ; Onsite support will include additional expense elements (Travel\Hotel\ Meals); ; Technical account manager assigned at contract start.; ; On-Boarding, Off Boarding; Full setup service provided by Scan Optics, including beast practice design, setup training and system acceptance.; ; Off boarding will occur at end of license term or as a result of termination by either party. Client data can be extracted from the system and purged upon confirmation of receipt.; ; Support costs are typically between 15% - 25% of contract value per annum.; ; Technical issues severity classification:-; Priority 1 (Critical) -a problem resulting in a complete loss of service.; Priority 2 A production inhibiting problem that causes a software error or intermittent behaviour causing loss of service. Operations can continue in a restricted fashion.; ; Included support -Software releases - new releases, maintenance releases, updates and service packs. Issued periodically during the term of the support agreement.
• Support available to third parties: No

Onboarding and offboarding

• Getting started: In service description document
• Service documentation: Yes
• Documentation formats: PDF
• End-of-contract data extraction: In service description document
• End-of-contract process: In service description document

Using the service

• Web browser interface: Yes
• Supported browsers:
  • Internet Explorer 11
  • Microsoft Edge
• Application to install: Yes
• Compatible operating systems: Windows
• Designed for use on mobile devices: No
• Service interface: Yes
• User support accessibility: WCAG 2.1 A
• Description of service interface: Scan Optics workflow executables.
• Accessibility standards: None or don’t know
• Description of accessibility: Human interaction to visually review computer screen images and data. With use of computer keyboard to process image driven data.
• Accessibility testing: None to date.
• API: Yes
• What users can and can't do using the API: All API calls are program driven with the user able to select defined functions through the keyboard and graphical user interface.
• API documentation: Yes
• API documentation formats: HTML
• API sandbox or test environment: Yes
• Customisation available: No

Scaling

• Independence of resources: Dynamic workflow monitor gives real time dashboard of all workflow streams.

Analytics

• Service usage metrics: Yes
• Metrics types: User statistics, Export statistics, Queue reporting
• Reporting types:
  • Real-time dashboards
  • Regular reports

Resellers

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

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: Supplier-defined controls
• 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
• 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: Inhouse - data exported to customers infrastructure directly
• Data export formats:
  • CSV
  • Other
• Other data export formats:
  • JSON
  • XML
• Data import formats: Other
• Other data import formats: PDF

Data-in-transit protection

• Data protection between buyer and supplier networks: Private network or public sector network
• Data protection within supplier network: Legacy SSL and TLS (under version 1.2)

Availability and resilience

• Guaranteed availability: Service Doc
• Approach to resilience: Service Doc
• Outage reporting: Service Doc

Identity and authentication

• User authentication needed: Yes
• User authentication: Username or password
• Access restrictions in management interfaces and support channels: Use of Microsoft Active Directory (AD) to restrict users by user type
• 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: User-defined
• Access to supplier activity audit information: Users receive audit information on a regular basis
• 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: CQS
• ISO/IEC 27001 accreditation date: 31/08/2022
• What the ISO/IEC 27001 doesn’t cover: New 27001:2022 new features
• ISO 28000:2007 certification: No
• CSA STAR certification: No
• PCI certification: No
• Cyber essentials: No
• 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: We use ISO 27001 to maintain our security policies.; The policies are reviewed and amended regularly to comply with ISO 27001.; Management meetings are recorded and made available to our staff members on a monthly basis. Training records are updated regularly to ensure staff are fully conversant with policies and procedures to maintain an efficient Information Security process.

Operational security

• Configuration and change management standard: Supplier-defined controls
• Configuration and change management approach: Our configuration and change management process is processed through 4 environments. DEV,UAT,PRE-PROD and PRODUCTION.; All change control is strictly managed and signed of at every stage by the customer and Scan Optics
• Vulnerability management type: Undisclosed
• Vulnerability management approach: Threats are assessed from third party suppliers and remedial action carried out . Timescales to fix are based on the severity of the threat.; Threats are normally identified from the customers infrastructure reporting and threats that Scan Optics identify from third parties.
• Protective monitoring type: Supplier-defined controls
• Protective monitoring approach: When a compromise is identified Scan Optics will quickly replicate the problem in a dedicated DEV environment to pinpoint the compromise and take remedial action.
• 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: Managed by our ISO 27001 ISO 9001 process controls.

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: Public Services Network (PSN)

Social Value

• Social Value:

  Social Value

  Fighting climate change

  Fighting climate change

  Scan Optics adhere to government recommendations to reduce CO2 levels. We now actively car share and use trains to help reduce emmissions

Pricing

• Price: £650.00 to £1,000.00 a unit a day
• Discount for educational organisations: No
• Free trial available: Yes
• Description of free trial: Trial service available with via a remote hosted service. To evaluate the product , customer to supply sample documents and subset of data required for extraction.

Service documents

• Pricing document

  PDF

• Skills Framework for the Information Age rate card

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