Anexsys Ltd

Cloud-based Bundle Management

Entity is an electronic document bundling and trial preparation review system that supports you through arbitration or trial and hearing preparation for civil, criminal, regulatory, investigative and eDiscovery matters. Our platform workflows streamline bundle creation and ensure that you can serve your court bundles in electronic and hardcopy formats.

Features

• Intuitive document bundling interface
• Annotate documents with comments, replies and highlights
• Supports a wide range of document endorsement, stamping, and pagination
• Automatic workflows to remove duplicates from bundles
• Automatic witness statement hyperlinking and manually within the platform
• Automatic PDF creation from native files
• Secure electronic trial presentation and offline bundle builds
• Customisable security options, secure access and auditable log of actions
• Flexible and customisable workflows and integrations to support review needs
• Real time transcription and electronic presentation delivered through third parties

Benefits

• Deduplication features to ensure bundles are as streamlined as possible
• Easy digitisation of documents using in-house printing and scanning teams
• Expert advice on document processing and data reduction techniques
• Access to digital forensic experts (data collection to witness reporting)
• Access to bespoke legal-tech solutions from our in-house software team
• Practical training aimed at ensuring user self sufficiency
• Service underpinned by UK-based team of security-cleared consultants and developers
• All case materials securely stored centrally and segregated through permissions
• Real time collaboration across remote teams
• Reduce time lost on trial preparations and in hearings

£75 a user a month

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

Framework

G-Cloud 13

Service ID

725866363267529

Contact

Rob Crowley
020 3217 0300
tenders@anexsys.com

Service scope

• Software add-on or extension: No
• Cloud deployment model:
  • Public cloud
  • Private cloud
• Service constraints: None
• System requirements:
  • Min. 4 cores and 8GB of RAM for optimum performance
  • Any currently supported Windows OS running Edge v79+ (Chromium-based)
  • Any currently supported Windows OS running Google Chrome
  • Any currently supported Windows OS running Firefox
  • Any currently supported Mac OS X supporting Safari
  • Any currently supported Mac OS X supporting Chrome
  • Any currently supported Mac OS X supporting Firefox

User support

• Email or online ticketing support: Yes, at extra cost
• Support response times: Support/office hours - Monday - Friday - 08:30 to 18:30.; Ticketing facility to log support requests - Available 24/7. Outside office hours we will provide an initial response to support requests within three hours. Enhanced support hours - weekend, bank holidays - by prior arrangement.
• User can manage status and priority of support tickets: No
• 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: Our team will support your project from the first stages of scoping and data collection, continuing through the processing, review and the production stages. Our full onboarding process ensures we understand your review needs from the outset. You will have direct access to our security-cleared technical project managers, who all have extensive experience and are supported by a large technical team. Our support team can assist with more complex tasks such as creating layouts, search term reports, applying analytics functionality, and creating productions. With more complex work, your approval is sought for any additional costs associated with those tasks.
• Support available to third parties: No

Onboarding and offboarding

• Getting started: Our onboarding process starts with a kick-off meeting where we agree the ordering/engagement process, key contacts, timelines, design templates and workflows, define security arrangements and agree milestones. We also analyse existing skills within your team and determine what levels of training will be required. Online or face to face training is then arranged accordingly using dummy data. All training is supported by user guide documentation. Each case will also have its own engagement process. With any new case, a scoping call will be required to determine data sources, sizes, whereabouts, and requirements specific to the case, such as search criteria. Previously agreed bespoke templates will be used to set up the new workspace, applying case-specific adjustments as required. Further training on the specific workspace is also given at this stage so reviewers are introduced to their case-specific data and workflows.
• Service documentation: Yes
• Documentation formats:
  • HTML
  • ODF
  • PDF
• End-of-contract data extraction: We offer various closure options. We can export the entire database including all the files. This export is provided on an encrypted hard drive and data can be restored in the future if required. We can export the documents with agreed metadata. With this option, a single export is provided on an encrypted hard drive. Finally, we can delete all data. We also have options for the source data that was originally supplied to us for processing. This source data can be stored for an agreed period, copied and returned, or deleted from our systems. We will only delete the data from our servers once you have confirmed you can access your archive. We use forensically sound deletion processes, so rendering data irretrievable.
• End-of-contract process: Deleting data is carried out free of charge. We do not charge for returning physical evidence within the UK. Our case closure letter outlines upfront the associated costs for each option and options are priced on a sliding scale, depending on case size. Once archive instructions have been actioned, project data is deleted from our systems and a certificate of destruction is issued.

Using the service

• Web browser interface: Yes
• Supported browsers:
  • Microsoft Edge
  • Firefox
  • Chrome
  • Safari
• Application to install: No
• Designed for use on mobile devices: No
• Service interface: Yes
• User support accessibility: None or don’t know
• Description of service interface: Entity’s user interface has been designed with simplicity in mind, resulting in an experience where lawyers can jump right into the product with no training. It includes a best-in-class viewer that provides the performance modern web users expect., along with a host of in-built features. Our viewer supports a range of annotations from page level notation to highlights and hand -written notes. The interface is as intuitive as Magnum and TMX, with easy-to-use document viewing and coding panels, together with simple drag-and-drop moving of documents and the ability to quickly endorse entire bundles of documents at once.
• Accessibility standards: WCAG 2.1 A
• Accessibility testing: Platform features are validated against a checklist for accessibility standards with the intention of providing a responsive interface for impaired users and smaller screens whilst maintaining convenience for larger screens. Text-to-speech is provided to allow for audio playback of textual content.
• API: Yes
• What users can and can't do using the API: The platform can be fully controlled via the API and access is supported by our in-house UK development team. We also create custom solutions that integrate into the platform. We have developed several API integrations which form part of our standard offering. These include connections into translation frameworks within AWS, and connections into Relativity and RelativityOne, the leading document review platform to support document ingestion for trial bundle creation.
• API documentation: Yes
• API documentation formats:
  • HTML
  • ODF
  • PDF
• API sandbox or test environment: Yes
• Customisation available: Yes
• Description of customisation: Entity is provided with our standard and trusted configuration and workflow. Many aspects of the tool and workflow can be customised. During the onboarding process, we work with you to determine what "standard" configurations we would recommend for your bundle creation workflow. Thereafter, you can alter and update these in any way you require, in response to process changes or specific trial requirements.

Scaling

• Independence of resources: Entity is designed to utilise the cloud and as such can offer great elasticity and burstable capacity. Each project runs on its own scalable infrastructure ensuring that we can keep up with performance during peak times by scaling the hardware in real time. The software is built to deal with thousands of users without seeing a drop in performance. Entity is built on the AWS cloud which benefits from elasticity, scalability and security, giving our clients significant efficiency and performance advantages over on-premises solutions.

Analytics

• Service usage metrics: Yes
• Metrics types: Clients have access to standard reports which can cover a range of key features in the trial bundle including document counts and page count per bundle. These are also configurable, and a user can interact with them to identify documents in the trial space. In addition to this we can create customised reports to meet all requirements. These can then be presented both graphically and numerically through dashboards. Our experts can also write bespoke scripts to gather information and present it in a user-friendly fashion via alerts and dashboards.
• Reporting types:
  • 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 Developed Vetting (DV)

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 every 6 months
• 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
  • Physical access control, complying with SSAE-16 / ISAE 3402
  • Physical access control, complying with another standard
  • Encryption of all physical media
• Data sanitisation process: Yes
• Data sanitisation type: Explicit overwriting of storage before reallocation
• 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: You can bundle exports for PDF distribution yourself, or request we do this on your behalf with the option of production of professionally-printed hard copies to support trial activities. Downloading and printing of documents and case reports is tightly controlled by user permissions, and explicit permission by case managers is sought before enabling this functionality. Standard large data exports are completed by our team in accordance with your individual case requirements. We can then make use of our Secure FTP service or we can supply data on physical media for you to collect or have couriered to your physical site.
• Data export formats:
  • CSV
  • Other
• Other data export formats:
  • PDF
  • PDF - With or without endorsements
  • PDF - Meeting various court requirements
  • Concordance DAT file (standard legal export)
  • Natives
  • Text Files
  • Images
• Data import formats:
  • CSV
  • Other
• Other data import formats:
  • PDF files
  • Standard files typically found on a computer (eg. Word, Excel)
  • Concordance DAT file (Native, text and metadata files)
  • Raw unstructured data (e.g. PST files, AD1 images, ZIP files)
  • OPT file (Images)

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)

Availability and resilience

• Guaranteed availability: As we have control over hosting, we can offer a range of uptime SLAs to meet your needs. These start at 99.5% of the total number of minutes in each calendar month outside of planned maintenance windows and increase to meet the most demanding of requirements. Or we can allow you to take complete control by managing a platform that is hosted within your own infrastructure. Support hours (Mon-Fri) 08:30am-18:30pm following initial acknowledgment you can expect a full response to queries within the following timescales: Low urgency – 4 business hours, Medium / routine urgency – 2 business hours, High urgency – 1 hour (24/7, not limited to business hours)
• Approach to resilience: Anexsys is an ISO 27001, ISO 9001 and Cyber Essentials Plus accredited organisation. Our datacentres are ISO27001 and SOC 2 compliant. Processes and security arrangements that are in place, protecting both physical and digital assets are regularly audited for compliance, internally and externally. We have documented disaster recovery and business continuity procedures, available to view on request.; Entity is built on AWS for comprehensive compliance, including SOC 2. All processes are monitored and restarted automatically, with all storage being highly available and appropriate distributed consensus is applied to minimise data loss. Only highly available load balancers are accessible from the internet with specific access controls limiting traffic into the private networks where all activity occurs. These load balancers are themselves behind a comprehensive firewall (AWS WAF) with maximally restrictive rules. AWS continually maintains the various rules to minimise any intrusion. The private networks are geographically separate such that the loss of, or access to, a data centre results in minimal degradation of service and triggers usage of more capacity in the unaffected location.
• Outage reporting: The platform is actively monitored and in the event of an outage or significant downtime, this will alert our in-house infrastructure team and project managers will in turn issue email alerts to you. Email alerts will contain detailed information regarding our plans to address the issue(s), the root cause and expected length of the outage.

Identity and authentication

• User authentication needed: Yes
• User authentication:
  • 2-factor authentication
  • Username or password
• Access restrictions in management interfaces and support channels: User access is configured to match the job roles of employees and clients. Permissions are highly granular and flexible. Permissions can control which databases and data can be accessed, which functions of the application can be used, and access to the administrator interface. An increased level access is required for the import and configuration of data into the platform as well as administrative tasks.
• 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: You control when users can access audit information
• How long user audit data is stored for: User-defined
• Access to supplier activity audit information: You control when users can access 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: Schellman & Company, LLC
• ISO/IEC 27001 accreditation date: 4th May 2022
• What the ISO/IEC 27001 doesn’t cover: All of our services are covered by our accreditation.
• ISO 28000:2007 certification: No
• CSA STAR certification: No
• PCI certification: No
• Cyber essentials: Yes
• Cyber essentials plus: Yes
• Other security certifications: Yes
• Any other security certifications:
  • HIPAA
  • FedRAMP
  • SSAE-16 SOC 1 and SOC 2
  • ISO 27018

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: Complying with ISO standards ensures that we are committed to meeting your needs together with protecting our information and your data. This is a mechanism for us to show that we are continually improving and learning by completing regular internal and external audits of our quality and information security management systems.

Operational security

• Configuration and change management standard: Supplier-defined controls
• Configuration and change management approach: Changes to operational software, system upgrades, application module upgrades, vendor-supplied software, product enhancements and patches are controlled through our change management procedure detailed in our Information Security Management System. Any changes are requested through a ticketing system with full details and risk assessment for approval. The approval of a member of our management team is required if there is a possible alteration to any security controls, a financial cost or where a third-party approval is required. Once approved the infrastructure team follows a specific implementation procedure which includes planning, testing, taking backups and version control.
• Vulnerability management type: Supplier-defined controls
• Vulnerability management approach: Management of our technical vulnerabilities is documented in our ISO27001 Information Security Management System documentation. In summary, measures include, maintaining an inventory of assets, ensuring a patching regime is adhered to for all devices and a monthly vulnerability scan by a third party. We restrict the installation of software on all company devices, and audit devices regularly. OS patches are applied monthly.; The application is developed to fully support containerisation, each feature of the software running in its own runtime and all images of this software are scanned on creation. Regular maintenance is conducted to apply OS and application patches.
• Protective monitoring type: Supplier-defined controls
• Protective monitoring approach: We use a custom monitoring solution within the AWS platform. User activity is logged, and audit logs are retained even if the user is disabled from the system.
• Incident management type: Supplier-defined controls
• Incident management approach: In the event of a verified information security incident, we will inform you at the earliest possible opportunity. From that point on, all communication will be handled by the Incident Manager. We will provide a substantive update (e.g., nature of the incident and affected data) within 24 hours and updates every 24 hours thereafter until the incident is resolved.

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

• Fighting climate change:

  Fighting climate change

  We operate as a highly distributed company, with many employees working remotely. This minimises our need for physical office space and the requirement for our employees to commute, minimising our corporate energy footprint. We incorporate environmental sustainability practices into our operations where feasible through e.g., leasing office space in Energy Star labelled and/or LEED certified properties and using Energy Star equipment where practicable. ; We encourage employees to adhere to energy saving practices including turning lights off in unused spaces, turning computers off and printers to idle when not in use, providing recycle bins in common areas/break rooms, using energy efficient light bulbs and installing window shades to reduce heat. As part of our commitment to minimising the environmental impacts of our business, we recently formed an Employee Affinity Group focused on Sustainability. Members of this group will work to identify and roll out sustainable business practices, promote sustainability and engage with local communities to help support sustainable practices.; We are also partnering with “Greener Litigation”, an initiative to reduce the environmental impact of dispute resolution, and we are promoting its Greener Litigation Pledge with our clients. This commits clients to take active steps to minimise the environmental impact of their practices and to reduce emissions in line with the objective of restricting global warming to 1.5°C through four actions defined within the pledge.
• Covid-19 recovery:

  Covid-19 recovery

  We recognise the need to support our local communities in their Covid-19 recovery. We plan to retain our more flexible, remote delivery model for staff, including outsourced review, rather than return to a centralised, office-based approach. Through Covid-19, we have recognised that we are able to maintain service, quality and security, whilst delivering in a manner that is adaptable to the needs of working families, the less able and others who find it difficult to attend city-centre office locations full-time. This provides greater opportunities to a wider range of community members, including those who, through no fault of their own, can struggle to find suitable skilled employment. ; We are also committed to investing financial resources, offering staff time (including mentoring via the Social Mobility Foundation) and making charitable donations. Our staff committee agree on the charities we support annually and examples of our charitable work in 2022 includes participation in The London Legal Walk (which provides life-changing legal advice to those in need) and the Royal Parks Half Marathon (raising money for over 1,000 UK charities including the Royal Parks, British Heart Foundation, Cancer Research UK, GOSH, Mind, and Tommy's) and charitable donations to AgeUK, Mind and Homeless.org (selected due to their focus on community support and recovery from Covid-19). ; We have teamed with several schools and sixth form organisations to provide work experience placements and career talks, and offer three work experience placements every school year. ; We have also signed the Save the Children pledge calling on governments around the world to fully fund a global vaccine programme. This will allow countries with more vaccines than they need to share their surplus provision with other countries to ensure global vaccine supply meets demand.
• Tackling economic inequality:

  Tackling economic inequality

  All vacancies are publicly advertised using a wide range of fora and we use double blind shortlisting to prevent unconscious bias. Our offices are wheelchair accessible and all requests for reasonable adjustments are accepted. Our platforms have accessibility features including high contrast displays, large fonts, and screen readers and Braille display compatibility. We provide free training on eDisclosure via the Social Mobility Foundation, which we developed specifically to support the disadvantaged into skilled employment. We retain contact with course participants, providing advice and mentorship as they move towards their career goals. ; We use consultants EmployAbility to improve inclusivity and have created training to improve understanding of disability in the workplace. We are an Armed Forces Covenant signatory. We encourage applications from ex-law enforcement and veterans (via the Career Transition Partnership and Forces Families Jobs Forum). We have adopted the Halo Code to ensure that our policies do not unintentionally prevent diversity and have signed BITC’s Race at Work charter. We also work with Aspiring Solicitors (part of the Diversity Access Scheme) to help diverse candidates secure training contracts with UK law firms. We work with Amber, a charity for young homeless and long-term unemployed people, supporting them by providing counselling sessions, fundraising for bed space and providing IT basics training sessions. We also help DABD support NEETs in London achieve employment and social mobility by helping them with their events.
• Equal opportunity:

  Equal opportunity

  Our Client Advisory Board (CAB) includes representatives from 13 corporate and law firm customers who are part of their organisations’ leadership teams and actively involved in D&I work. The CAB provides guidance, with all parties sharing ideas and advice for improvement. In 2021 we launched a programme to provide clients with diversity metrics for the teams assigned to their matters. ; Our group has had a Diversity & Inclusion (D&I) programme since 2018. We are a group signatory of the CEO Action for Diversity & Inclusion, the largest CEO-driven business pledge to advance these values within the workplace. We report and analyse the demographic metrics of our workforce annually. In 2020, our group launched a series of campaigns to encourage more employees to voluntarily self-identify their diverse characteristics, including race/ethnicity, gender, veteran status, age and disability status. The objective of those efforts was to gather more complete data on Priority Groups to improve our ability to analyse and set goals. Now that we have obtained more complete data, we are able to develop benchmarks for our recruiting, hiring, promoting and overall workforce composition. To foster our culture of inclusion and provide support to a diverse workforce, we have established several different employee affinity groups. We support dozens of VCSE organisations whose missions are to promote diversity, equality, and inclusion, as well as those that provide resources for underserved members of our communities. This support includes both financial contributions and the donation of time and talent by our employees. We also promote D&I in our professional communities through marketing campaigns and social media. One example is delivering lunches to the healthcare professionals who support our communities. This year, our group has supported LawWorks UK, London Legal Support Trust and AgeUK to name a few.
• Wellbeing:

  Wellbeing

  Our Health & Wellness Affinity Group’s mission is to help our staff grow a strong foundation of health & wellness through best practices, provide appealing integrative programmes and direct the investment of business resources in ways that promote healthy, sustainable working practices. Examples of initiatives include virtual 5k events, meditation, our Employee Assistance Programme, on-demand wellness classes (provided by Wellbeats) and free, independent financial advice on tax, budgeting and pensions. ; We have introduced a series of webinars on stress management, which are designed to give our staff tools to support them in everyday life and achieve a better work-life balance. In addition, we also have monthly training sessions on business and wellbeing subjects, such as Health & Safety when working from home, Equality & Diversity and LGBTQ+ awareness. Staff are encouraged to attend the monthly session with their peers, to stimulate participation. ; Our staff are also automatically enrolled to our healthcare provider Medicash, which offers many health related benefits. Medicash also provides a 24/7 support hotline allowing our employees to have unlimited access to information, advice and emotional support throughout the year.

Pricing

• Price: £75 a user a month
• Discount for educational organisations: No
• Free trial available: No

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