TECHNOLOGY SERVICES GROUP

Microsoft SharePoint Electronic Document and Records Management (EDRM)

TSG have successful experience delivering EDRM projects using Microsoft SharePoint. Electronic document and records management solutions are designed to store documents & records using associated metadata, which is then categorised within a classification scheme and enabled for search optimisation for all users to retrieve records. Linked to HMS systems.

Features

• Enterprise level Document & Records management solution
• Enterprise level search functionality
• Enterprise Content Management & Information Governance
• Integration with Office, Exchange, AD and line of business applications
• Ongoing support of the delivered solution
• Sector specific EDRM for Housing Associations
• Aligns to information management policies and principles
• Mobile Working
• Migration from legacy systems
• Evergreen platform using Microsoft M365

Benefits

• Proven track record delivering successful EDRM projects
• Experts in supporting Housing Associations and Local Authorities
• Flexible project delivery
• Secure, cloud-based service with robust access management control
• Scale licenses up/down
• Enable use of other M365 tools ie Power Platform
• Remove cost of legacy applications and utilise existing M365 licenses
• 10 x MS Gold accreditations
• Skills transfer to internal staff including training and project management
• Consistent and measurable improvement in everyday business processes

£850 to £1,150 a unit a day

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

Framework

G-Cloud 13

Service ID

706116072261607

Contact

Marketing Team
03332200777
info@tsg.com

Service scope

• Software add-on or extension: Yes
• What software services is the service an extension to: The solution enhances the M365 SharePoint platform with a range of productivity, compliance and integration tools
• Cloud deployment model: Public cloud
• Service constraints: Requires M365 licences, anti-virus software & back up to be in place.; Reliable Internet connection must be in place; Devices meet the minimum system requirements for the product
• System requirements:
  • M365 license
  • Internet access
  • Anti-Virus and Back up
  • M365 compatible browser

User support

• Email or online ticketing support: Email or online ticketing
• Support response times: Priority 1 - 30 mins - P1 = Critical issue affecting multiple users; Priority 2 - 1Hr - P2 = Critical issue affecting single user ; Priority 3 - 4 Hours = P3 = Minor issue affecting one or more users. Priority 4 - 1 day
• User can manage status and priority of support tickets: Yes
• Online ticketing support accessibility: WCAG 2.1 A
• Phone support: Yes
• Phone support availability: 9 to 5 (UK time), Monday to Friday
• 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: Accessibility on web chat; Interface has a compliant contrast ratio 11.2 as well as WCAG compliant features which enable the use of page readers and keyboard navigation
• Onsite support: Yes, at extra cost
• Support levels: TSG provide System Care support for EDRM projects built on M365/SharePoint on-line. Contracts are built on a number of tickets to be used over the contract period.; These tickets can be used on the support desk to cover telephone & remote support ; Support is delivered by our dedicated M365 team.; Our clients also have a dedicated customer success manager
• Support available to third parties: Yes

Onboarding and offboarding

• Getting started: TSG provide full project delivery from initial discovery sessions, scope of works, set up, data import, configuration, training, go-live assistance and project management. Generally all training is delivered remotely, sessions can be arranged on-site where appropriate.
• Service documentation: Yes
• Documentation formats: PDF
• End-of-contract data extraction: Users data sits within their M365 environment, no end of contract data extraction is required.
• End-of-contract process: Should the contract not be renewed, then at the end of the contract the TSG productivity tools will cease to function and will be removed from the clients environment

Using the service

• Web browser interface: Yes
• Supported browsers:
  • Microsoft Edge
  • Firefox
  • Chrome
  • Safari
• Application to install: Yes
• Compatible operating systems:
  • Android
  • IOS
  • Windows
  • Windows Phone
• Designed for use on mobile devices: Yes
• Differences between the mobile and desktop service: Screens will render to provide device friendly views with a fully responsive interface.; There is parity of functionality and service between mobile and desktop.
• Service interface: No
• User support accessibility: WCAG 2.1 AA or EN 301 549
• API: Yes
• What users can and can't do using the API: As our EDRM solution is built upon SharePoint in M365 API provision is via Microsoft service.; More information can be found here: https://docs.microsoft.com/en-us/graph/overview
• API documentation: Yes
• API documentation formats:
  • HTML
  • PDF
• API sandbox or test environment: Yes
• Customisation available: Yes
• Description of customisation: Customisations can be made using the Microsoft API's, more information can be found here:; https://docs.microsoft.com/en-us/graph/overview

Scaling

• Independence of resources: We leverage Microsoft Online Services which in turn utilises various Cloud Scale techniques and technologies, to ensure multi-tenant services are not affected in terms of peak usage. More information on request.

Analytics

• Service usage metrics: Yes
• Metrics types: Office 365 has in-built usage reports. More information available on request.
• Reporting types:
  • Real-time dashboards
  • Regular reports

Resellers

• Supplier type: Reseller providing extra features and support
• Organisation whose services are being resold: MS Gold partner reselling Microsoft licensing & professional services

Staff security

• Staff security clearance: Staff screening not performed
• Government security clearance: None

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: Managed by a third party
• Penetration testing frequency: Never
• Protecting data at rest: Other
• Other data at rest protection approach: Microsoft SQL Server transparent data encryption (TDE)
• Data sanitisation process: No
• Equipment disposal approach: A third-party destruction service

Data importing and exporting

• Data export approach: Users can extract data using various techniques including integration with Office clients and Microsoft API's. More information available on request.
• Data export formats:
  • CSV
  • Other
• Other data export formats: Excel
• Data import formats:
  • CSV
  • Other
• Other data import formats: Excel

Data-in-transit protection

• Data protection between buyer and supplier networks: TLS (version 1.2 or above)
• Data protection within supplier network:
  • TLS (version 1.2 or above)
  • Other
• Other protection within supplier network: Encrypted at rest with SQL encryption using a customer controlled encryption key.

Availability and resilience

• Guaranteed availability: MS Monthly Service Levels:; 1. The Service Level is 99.9%.; 2. The Monthly Uptime Percentage is calculated for a given calendar month using the following formula:; ; Monthly Uptime Percentage = Total number of minutes in a given calendar month minus Total number of minutes of Downtime in a given calendar month. ; ; More information available on request.
• Approach to resilience: Microsoft Azure environment, further information on request
• Outage reporting: Hosting is on Microsoft Azure, further information available on request

Identity and authentication

• User authentication needed: Yes
• User authentication:
  • 2-factor authentication
  • Username or password
• Access restrictions in management interfaces and support channels: Access is permission driven and data access is controlled in the same way
• Access restriction testing frequency: Less than once a year
• 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 have access to real-time 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: https://www.microsoft.com/en-us/trustcenter/compliance/iso-iec-27001
• ISO/IEC 27001 accreditation date: 26.02.18
• What the ISO/IEC 27001 doesn’t cover: N/a
• ISO 28000:2007 certification: No
• CSA STAR certification: Yes
• CSA STAR accreditation date: 06.04.16
• CSA STAR certification level: Level 1: CSA STAR Self-Assessment
• What the CSA STAR doesn’t cover: https://www.microsoft.com/en-us/trustcenter/compliance/uk-g-cloud
• 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: No
• Security governance approach: TSG have internal controls in place to ensure security governance, departmental access, device encryption policies, password policies, conditional access policies all form part of this.
• Information security policies and processes: TSG follow our own Information Security policy, more info available on request.; Ultimate responsibility for ensuring Information Security rests with TSG’s Senior Management Team. They are responsible for ensuring a culture where Information Security is taken seriously by all employees and third parties acting on behalf of TSG. ; ; Responsibility for securing specific IT systems rests with the Head of IT, the Group Applications Director and the Service Delivery Director depending whether the systems are internal to TSG or are hosted on behalf of a customer.

Operational security

• Configuration and change management standard: Supplier-defined controls
• Configuration and change management approach: The components of services are tracked through their lifetime; Services are defined in conjunction with customer requirements at the point of initial engagement and as part of the onboarding process. During this definition of service, change management and service lifecycle management processes are designed around customer requirements and specific service needs. ; ; Changes are assessed for potential security impact; All service changes are evaluated by a technical resource with focus on service performance, availability and security impacts.
• Vulnerability management type: Supplier-defined controls
• Vulnerability management approach: Annual penetration tests carried out by a verified tester.; We have an industry std Anti-Virus package deployed, utilise std tools such as threat management tools, anti ransomware etc. ; TSG also have a documented Disaster recovery policy.; Patches are deployed weekly to end user devices/servers after been through internal testing.; TSG have bespoke reporting and management software to assist in identifying potential threats.
• Protective monitoring type: Supplier-defined controls
• Protective monitoring approach: Solution is built on Microsoft 365 hosted in Azure, see Microsoft SLA's for further information
• Incident management type: Supplier-defined controls
• Incident management approach: TSG have a pre-defined incident process for common events.; Users can report incidents via the Support desk.; Incident reports are also provided via Support desk and/or Account management team.; ; Benefits ; The benefits of a robust Incident Management process include:; • Higher end user satisfaction through improved resolution time and quality of services.; • Better performance against agreed service levels through higher service availability.; • Higher efficiency and productivity for the customer due to fewer hours lost to interruptions to IT service.; • Better alignment and collaboration between internal TSG departments.

Secure development

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

Public sector networks

• Connection to public sector networks: No

Social Value

• Fighting climate change:

  Fighting climate change

  “The UK aims, through law, to be net zero by 2050. The target will require the UK to bring all greenhouse gas emissions to net zero by 2050. ; ; Increasingly at TSG we are seeing ESG (environmental, social, governance), net zero and the circular economy cited in business cases for cloud adoption. Net zero targets are putting our clients under extraordinary pressure to achieve decarbonisation, retrofit programmes and carbon offsetting. Cloud hosted datacentres outperform on-premise data centres in terms of their carbon footprint. At TSG we work with our clients to migrate their on-premise services and applications to the public cloud using Microsoft Azure and M365. We have witnessed considerable acceleration over the last 12-24 months as organisations have taken the decision to retire their on-premise computer rooms and phone systems and move them to the cloud. There is an economy of scale here which results in optimised energy consumption and lower costs through a shared computing model. ; ; Microsoft’s data centres have been carbon neutral since 2012, they will be carbon negative by 2030 and the Microsoft cloud will have offset the entire carbon footprint by 2050. In contrast, a typical on-premise data centre in a typical organisation will be idle for 64% of the year, it will consume over a £150K of energy during that idle time and will produce 64 tonnes of CO2 which is the equivalent to powering 41.6 homes for a year or 3,200 trees. Cloud computing has got to be a key consideration in your net zero strategy and digital strategy. ; ; For these reasons TSG is both accelerating cloud adoption within our client base, and is actively working with the Carbon trust to plan our own transition to net zero.”
• Covid-19 recovery:

  Covid-19 recovery

  “Our aim at TSG is to contribute to our customers success by deploying innovative solutions delivered with passion by highly skilled people.; ; TSG works to digitally transform housing associations, food and beverage organisations and professional services industries. Digital transformation has become essential to new ways of working post-pandemic as the nature and patterns of work have changed beyond all recognition. Work has become a thing you do rather than a place you go. Employee performance is now evaluated on productivity, achievements and business and customer outcomes rather than hours spent in an office. In addition, employees increasingly manage ‘portfolios’ of work across multiple employees.; ; The nature of work has changed, and modern flexible ways of working has become a key employee benefit and competitive differentiator. Employees are increasingly taking control of their life/work balance, people prefer to work flexible hours or are choosing to work shorter working weeks and employees are starting to prioritise their mental health and well-being, overall. ; ; TSG are proud to have supported many organisations during and after the pandemic with unprecedented and accelerated Microsoft cloud adoption that delivers hybrid working arrangements and a flexible modern workplace. ; ; TSG worked with many clients during the pandemic to deploy cloud hosted voice and multimedia conferencing solutions, we did this quickly and at scale while supporting our customers with large-scale, sudden change and transformation. For example, we have built desk booking apps for our clients so that when people return to the office, they can maintain social distance between pre-booked workstations. We have also developed an expenses app as a sustainable travel solution for claiming back expenses associated with travel.; ; Our employees also have access to professional support for mental health, which has assisted several employees directly affected by Covid 19.”
• Tackling economic inequality:

  Tackling economic inequality

  The TSG Academy was launched in October 2021 and we now have seven trainee consultants employed. They receive exceptional training from our subject matter experts and continuous professional development. We have a fresh cohort of trainee consultants every six months. They achieve industry recognised qualifications, they earn a competitive salary, they become an expert on Microsoft cloud and successful graduates are guaranteed a permanent placement with TSG.; ; We invest heavily in our staff at TSG to support the educational attainment that is required for us to service our commitments to all of our clients. This includes training schemes and leading vendors based certification learning pathways that address skills gaps and result in recognised qualifications. ; ; We employee nearly 300 staff and work hard to ensure that we have a diversity of skills and qualifications relevant to the technology we work with and support. We duplicate skills across our staff so that we have strong succession planning and breadth of skills coverage within the team. The ICT industry is a high growth sector and TSG plays a major role in influencing staff, suppliers and customers. ; ; TSG is a large scale national incubator of digital skills and talent. We also have detailed security roadmaps and recovery plans in place with our customers, and have one of the top tier accreditations with Sophos, as well as ISO 27001.; ; The social value of our investment and commitment to skills development at TSG is vital to the UK economy especially given our national reach and the size of our organisation. Industry 4.0 is ushering in the next wave of global economic growth and the globalisation of manufacturing and service industries. We utilise the government’s apprenticeship levy, but we supplement this with our own financial resources, our time and commitment and sponsorship of the apprentices.”
• Equal opportunity:

  Equal opportunity

  “TSG is an equal opportunities employer. TSG is committed to treating all of its employees and job applicants fairly and with dignity and respect.; ; • No applicant or employee is treated less favourably than another in accordance with this policy. ; • No applicant or employee is placed at a disadvantage by requirements, conditions or procedures which have a disproportionately adverse impact on them and cannot be shown to be necessary for the satisfactory completion of the job. ; • Employment with TSG and opportunities for promotion and training are made available to all applicants. ; • No individual is discriminated against in line with the Equality Act 2010 which legally protects people from discrimination in the workplace and in wider society.; ; Behaviour and language contrary this will not be tolerated. ; This policy is available in full on our website; ; TSG conducts all of our business in an honest and ethical manner. We regularly provide information and guidance to our employees on how to recognise and deal with modern slavery issues.; ; We take a zero tolerance approach to slavery and/or human trafficking and are committed to acting professionally, fairly and with integrity in all our business dealings and relationships wherever we operate.; ; In the event that TSG suspects any slavery and human trafficking by an Associated Party, TSG reserves the right to: ; ; • Report such suspicions ; • Provide appropriate information to the relevant authorities ; • To suspend or terminate any associated engagement, business arrangement or contract Each Associated Party is required to: ; • Put in place suitable management policies and/or systems for ensuring compliance with this policy ; • Extend the principles set out in the policy to those engaged or acting on the Associated Party’s behalf, including contractors
• Wellbeing:

  Wellbeing

  “In response to improving health and wellbeing, we are passionate about helping our local communities and fundraising. Our charity partner is Mental Health UK, for whom we raise funds throughout the year. Since January 2022 we have raised over £20,000 across the business completing a variety of challenges. Previously our charity his was the British Heart Foundation who we raised £45,000 for over 4 years. ; ; TSG have also recently established the TSG Foundation and we have committed to donate 2% of each year’s annual profits / EBITDA to support good causes. We’ve engaged with The Charities Aid Foundation (CAF) to help us deliver this commitment successfully. ; ; TSG takes staff wellbeing extremely seriously and has implemented a number of facilities to support this including careful line management, an employee assistance programme, monthly colleague Check Ins and a range of physical and virtual events to promote wellbeing in the workplace.; ; We also provide:; ; • Virtual Coffee Breaks via TSG Catch up and Chat; • Weekly Quizzes hosted by Sports and Social; • #Hellofromhome - add this tag onto the Grapevine Intranet to show other colleagues what you have been up to lately; • Health and Fitness - Free online workout and wellness classes, you and colleagues complete an online workout together.; • Complete 10 minutes of mindfulness by the founder of Headspace, Andy Puddicombe; • Complete 30 Minute Guided Meditation for Mindfulness ; • Water Cooler Teams Channels; ; We have an area on our Intranet which is dedicated to wellbeing which is populated with a large range of supporting material including a virtual wellbeing community where staff can come together informally.

Pricing

• Price: £850 to £1,150 a unit a day
• Discount for educational organisations: No
• Free trial available: No

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