MEDIALOGIX LIMITED

Fotoware Digital Asset Management

Off-the-shelf software to manage media files such as images, video, audio and documents. Suitable for police, health, military and government departments. Offering a secure, cost-efficient and scalable solution for Digital Asset Management. Sharing and Collaboration tools. AI automation and Integrations.

Features

• Single sign-on with Entra ID and SAML identity providers.
• Metadata schemas for evidential, clinical, and corporate communications management workflows
• Audit logging, version history, and immutable evidential chain-of-custody tracking features.
• Secure sharing via albums, expiring links, watermarking, and download controls.
• REST API for RMS/EPR/PAS integrations and automated ingest pipelines management.
• Native integrations with Microsoft 365, Adobe Creative Cloud, and CMSs.
• Mobile apps for capture, tagging, consent, and secure on-scene uploads.
• Role-based access control, encryption at rest, and transport security configuration.
• Metadata-driven rules, actions, and conditional workflow automation, AI Support
• Fully Managed Service options, SLA-backed UK support for operations

Benefits

• Find assets instantly with smart, metadata-powered search.
• Capture, tag, and upload media on the move.
• Enforce permissions to protect sensitive or evidential content.
• Reuse approved assets to accelerate campaigns and publications.
• Integrate with Microsoft 365 to streamline everyday tasks.
• Complete FOI, SAR, GDPR requests faster with comprehensive search.
• Maintain audit trails to preserve evidential chain-of-custody.
• Reuse approved imagery to support communications, training, and reporting.
• Restore previous versions to correct mistakes and ensure publishing accuracy.
• Locate evidence or clinical media instantly via metadata search.

• 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 sales@medialogix.co.uk. Tell them what format you need. It will help if you say what assistive technology you use.

Framework

G-Cloud 15

Service ID

703637999314664

Contact

Sales Team
01216630309
sales@medialogix.co.uk

About your service

• Service categories:

  Applications

  Content workflow and management

  Persuasive content management

  • Digital Asset Management Applications
• Multi cloud support: No

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: Medialogix Flex Companion
• Cloud deployment model:
  • Public cloud
  • Private cloud
• Service constraints: None
• System requirements:
  • Mobile Apps - iOS and Android
  • Latest versions of Edge, Safari, Chrome tested and verified
  • Screen resolution 1280 x 1024 or higher

User support

• Email or online ticketing support: Yes
• Support response times: Within 4 hours, 9am to 5pm, Monday to Friday, excluding public holidays.; Extended hours (6am to 10pm), 24/7 and bespoke support agreements available.
• User can manage status and priority of support tickets: Yes
• Online ticketing support accessibility: WCAG 2.2 AA
• 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: Standard support - 9am to 5pm, Monday to Friday, excluding public holidays; ; Extended hours - 6am to 10pm, Monday to Friday, including public holidays; ; Dedicated support engineers assigned to you.
• Support available to third parties: Yes

Onboarding and offboarding

• Getting started: We provide onsite “train-the-trainer” sessions and tailor the solution during onboarding. This ensures your service is configured to your requirements and ready for users to start using straight away.
• Service documentation: Yes
• Documentation formats: PDF
• End-of-contract data extraction: We provide a service (at an agreed cost) to help with the data export process.
• End-of-contract process: The additional cost is related to the level to data export service required.
• Documentation accessibility standard: None or don’t know
• How the documentation is accessible: We work with the organisation to make sure it meets their requirements.

Using the service

• Web browser interface: Yes
• Supported browsers:
  • Microsoft Edge
  • Firefox
  • Chrome
  • Safari
• Application to install: Yes
• Compatible operating systems:
  • Android
  • IOS
  • MacOS
  • Windows
• Designed for use on mobile devices: Yes
• Differences between the mobile and desktop service: Mobile app: Optimised for field use. quick capture, tagging, consent, preview, search and secure upload. Simplified interface; limited admin and bulk operations.; ; Desktop/web: Full functionality via Fotostation and Flex Companion Desktop App. bulk ingest/export, batch metadata edits, advanced search, approvals, workflow configuration, rights/retention, reporting and integration management.; ; Both: Same SSO, permissions, encryption and audit logging; desktop exposes more configuration.
• Service interface: No
• User support accessibility: None or don’t know
• API: Yes
• What users can and can't do using the API: What users can do via the API; Authenticate with OAuth 2.0, then call REST endpoints to upload assets, search archives/collections, read/update metadata, manage albums, download originals/renditions (subject to permissions), and programmatically manage users/groups. ; ; How users set up through the API; Register/authorize an OAuth client and obtain tokens using the appropriate flow. Ensure API access is enabled for the relevant user group(s); some interfaces (e.g., Archive Agent) must be explicitly enabled in the admin console before API use. ; ; How users make changes via the API; Create/replace assets with the documented four-step upload, update metadata, add/remove assets in albums, download configured renditions, and provision/deprovision users or groups—all enforced by the caller’s permissions. ; ; Limitations / what users can’t do; Not all tenant configuration is exposed via REST; enabling API/Archive Agent access is a UI task. API operations are permission-bounded; clients can only act on content the user may access. Uploads have size limits (max 25 GB). Correct media types must be used in requests. Legacy/non-OAuth authentication is deprecated; migrate to OAuth 2.0. Reverse proxies must forward the Authorization header.
• API documentation: Yes
• API documentation formats:
  • Open API (also known as Swagger)
  • HTML
• API sandbox or test environment: No
• Customisation available: No

Scaling

• Independence of resources: The service is implemented on the organisations private cloud. If using public cloud on Azure the service scale automatically based on demand.

Analytics

• Service usage metrics: Yes
• Metrics types: With the Activity Export feature, you can configure which activity events you want to log and set up one-time exports based on the selected events. You can then download the export as a CSV file (raw data) and use a third-party tool (such as Microsoft Excel or PowerBI) to visualize the results. ; ; Search, Login, and Logout. EventID, EventTime, and ActivityType; Delete, Metadata edit, Crop, Upload, Download, Workflow, Order, View asset details, and Place.; ArchiveId, ArchiveName, FileName, AssetHref, and PreviewUrl
• Reporting types:
  • Regular reports
  • Reports on request
• Resource tagging: No
• FOCUS resource tagging: No

Resellers

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

Staff security

• Staff security clearance: Other security clearance
• Government security clearance: Security Clearance (SC)

Asset protection

• Knowledge of data storage and processing locations: Yes
• Data storage and processing locations:
  • United Kingdom
  • European Economic Area (EEA)
• 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:
  • Physical access control, complying with CSA CCM v4.0
  • Physical access control, complying with SSAE-18 / ISAE 3402
  • Physical access control, complying with another standard
  • Other
• Other data at rest protection approach: We setup the solution on the organisations private cloud.
• Data sanitisation process: Yes
• Equipment disposal approach: A third-party destruction service
• Data sanitisation type:
  • Deleted data can’t be directly accessed / Cryptographic Erasure
  • Data Erasure
  • Explicit overwriting of storage before reallocation / Secure Erase
  • Physical Destruction / Hardware containing data is completely destroyed

Data importing and exporting

• Data export approach: We provide assistance.
• Data export formats:
  • CSV
  • Other
• Other data export formats: JPEG, MP4 etc
• Data import formats: CSV

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
  • Legacy SSL and TLS (under version 1.2)
• Data protection within supplier network:
  • TLS (version 1.2 or above)
  • IPsec or TLS VPN gateway
  • Legacy SSL and TLS (under version 1.2)

Availability and resilience

• Guaranteed availability: Service Level. Customer is entitled to a Service Level corresponding to 24 hours per day, 7 days per week at 99,5% of the time in each calendar month during Customer's Subscription Period. An exception is made for Scheduled Downtime. ; ; Service Credits in case of deviance from Service Level. If FotoWare does not meet the promised Service Level, Customer is eligible to receive the Service Credits as described below. The availability of Service Credits is Customer's sole and exclusive remedy for any failure by FotoWare to meet the terms of this SLA.; ; a) For availability between 99.0% and 99.5% the Customer will receive 3 calendar days of Service Credit.; ; b) For availability between 95.0% and 99.0% the Customer will receive 7 calendar days of Service Credit.; ; c) For availability below 95% the Customer will receive 15 calendar days of Service Credit.; ; Maximum Service Credit. The aggregate amount of Service Credits to be issued to Customer for all Downtime that occurs in a single calendar month shall not exceed 15 calendar days of Service. ; ; Full details are here: https://www.fotoware.com/legal/service-level-agreement
• Approach to resilience: Our service is designed for high availability and rapid recovery from failures. We remove single points of failure by using redundant components (compute, storage, and networking), fault isolation between tiers, continuous monitoring/alerting, and documented operational runbooks. Data protection is supported through regular backups and tested restore processes so the service can be recovered from corruption, accidental deletion, or destructive events.; ; Azure hosting option: We deploy on Microsoft Azure using local resilience within a region (e.g., Availability Zones and zone-redundant services) so a single datacentre/zone outage does not typically impact availability. For geo-resilience, we can implement cross-region disaster recovery (e.g., replication to a secondary region) to maintain continuity if an entire region is unavailable. Exact region and failover locations can be provided on request.; ; Customer datacentre option: If deployed on customer infrastructure, resilience is achieved through equivalent patterns such as clustered/HA virtualisation, redundant storage and networking, dual power/environmental resilience, multi-site DR (where available), and backups with agreed restore procedures. The achievable RPO/RTO depends on the customer’s chosen architecture and service level requirements.
• Outage reporting: We provide email alerts and a website status for SaaS options.

Identity and authentication

• User authentication needed: Yes
• User authentication:
  • Multi-Factor Authentication (MFA)
  • 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: Client can configure and decide which users have access to management interfaces.
• Access restriction testing frequency: At least every 6 months
• Management access authentication:
  • Multi-Factor Authentication (MFA)
  • 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 have access to real-time audit information
• How long user audit data is stored for: At least 12 months
• Access to supplier activity audit information: No audit information available
• How long system logs are stored for: At least 12 months

Security governance

• Named board-level person responsible for service security: Yes
• Security governance certified: Yes
• Security governance standards: Other
• Other security governance standards: Cyber Essentials Plus; Working towards ISO27001
• Information security policies and processes: We have an agreed set of policies and processes and all relevant staff are provided the required level of training. There are named responsible individuals at management and board level.
• Software Security Code of Practice: Yes

Operational security

• Configuration and change management standard: Supplier-defined controls
• Configuration and change management approach: We work with the client and setup according to their change management processes. Each client instance / setup is configured seperately.
• Vulnerability management type: Supplier-defined controls
• Vulnerability management approach: Fotoware manages vulnerabilities through a secure development lifecycle with mandatory code review, dependency management, and automated security scanning, supported by regular internal testing and external assessments/penetration tests when appropriate. Patching is delivered via controlled release and change management to deploy fixes safely, with a documented, regularly tested incident response plan to drive rapid containment and remediation for urgent issues; detailed patch SLAs can be provided on request. Threat intelligence comes from automated scanning outputs, 24/7 security monitoring, logging/auditing, and findings from external assessments and vendor/subprocessor security reviews.
• Protective monitoring type: Supplier-defined controls
• Protective monitoring approach: We identify potential compromises through 24/7 monitoring of infrastructure and services for security-relevant events, supported by logging and auditing across sensitive systems to detect suspicious activity and support investigation. When a potential compromise is detected, we follow a documented and regularly tested incident response plan that governs detection, containment, remediation, and communication to reduce impact and restore normal operations. Because monitoring is continuous, incidents are triaged and responded to immediately on detection, with actions prioritised by severity and risk.
• Incident management type: Supplier-defined controls
• Incident management approach: We operate documented, repeatable incident processes covering triage, prioritisation, escalation, resolution and communications. Fotoware also states it has organisation-wide security policies including incident response.; ; Common events follow established playbooks aligned to severity and agreed SLAs.; ; Users report incidents by emailing a dedicated support address, which automatically generates a ticket in the help desk system.; ; Users can also report incidents via the support portal ; ; Users can view and track incident progress via the help desk/ticketing platform.; ; Post-incident reports are provided via the ticket and can be shared on request.
• Post-quantum cryptography secure: Yes

Secure development

• Approach to secure software development best practice: Supplier-defined process

Public sector networks

• Connection to public sector networks: No

Pricing

• Discount for educational organisations: No
• Free trial available: Yes
• Description of free trial: Everything required by the client is included within a time period agreed with the client. Usually 14 days.

Discount percentage by annual call-off contract value (excluding VAT)

• Less than £250,000: 0%
• Between £250,000 and £500,000: 0%
• Between £500,001 and £1,000,000: 0%
• Between £1,000,001 and £2,500,000: 0%
• Between £2,500,001 and £5,000,000: 0%
• Over £5,000,001: 0%

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: Yes
• Please provide your Cyber Essentials Certificate Number: 711003d2-d198-4e14-a8a5-647c5bb3ab7f
• Cyber essentials plus: Yes
• Please provide your Cyber Essentials Plus Certificate Number: 08036586-529d-40b5-87af-266210257868
• 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
    • 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
    • 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

  • 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

  • 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
    • Understanding of local demographics, needs and opportunities for the co-design of the goods, services and works to be delivered under the contract
    • Methods for engaging with different parts of the community (including the education system and charities representing the community) and how communities come together to inform decisions, strategy and projects to leave a positive legacy for future generations
    • Plans for positive actions with community groups.
    • Measures to engage users and communities and build relationships to increase community integration build trust and influence how the contract is delivered

  • 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
    • Understanding of how to influence staff, suppliers, customers, communities and/or any other appropriate stakeholders through the delivery of the contract to support climate and nature protection and improvement

  • 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 employment and skills issues, and of the skills and employment shortages of high growth sectors relating to the contract
    • Understanding of the issues affecting the representation of disabled people in the workforce in the market, industry or sector relevant to the contract, and in the supplier’s own organisation and those of its key sub-contractors
    • 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

  • 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 7: Creating a pipeline of opportunities: For the contract workforce, reducing barriers to entry for under-represented groups.

    • Understanding of the issues affecting the development of new skills by target cohort
    • Understanding of issues relating to entering the contract workforce

  • 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

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