Konica Minolta Business Solutions (UK) Ltd

Cloud Fax Service

A cloud-based faxing service allows users to send and receive fax documents as electronic messages directly from their existing email accounts at any time. It eliminates the need for on-premise fax servers, fax machines and related infrastructure; as well as reducing costs and management overheads, whilst improving work-flow productivity. http://www.konicaminolta.co.uk/en-gb/industry-verticals/technology-solutions-for-the-public-sector/g-cloud

Features

• Sending FAX via email, printers, mobile without installing any software
• Receiving FAX via email

Benefits

• Sending FAX as simple as sending and receiving email
• Reduce capital cost, onsite hardware/software/telecom charges, upkeep onsite fax solution/machines
• Provides secure connections and encryption for sent and received files
• Trackable delivery with no busy signals or capacity constraints
• World-class network scaling to support large data transmissions/peak fax traffic
• Enterprise-Grade – Integrate with enterprise applications to optimise workflows

£75.00 an instance a month

• Free trial available

Service documents

• Pricing document

  PDF

• Service definition document

  PDF

• Terms and conditions

  PDF

• Modern Slavery statement

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

Framework

G-Cloud 13

Service ID

734681816360849

Contact

Andy Cornish
01268 534444
bidsandtenders@konicaminolta.co.uk

Service scope

• Software add-on or extension: No
• Cloud deployment model: Public cloud
• Service constraints: There are no service constraints that buyers should know about.
• System requirements: No system requirements, other than email access

User support

• Email or online ticketing support: Email or online ticketing
• Support response times: Response times are based on issue severity.
• 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: We offer an additional Enterprise Support Level, which we tailor to the customer’s requirements. Costs are dependent on the additional requirements requested.; Technical account management, and access to support engineers, are included within our standard support offering.
• Support available to third parties: Yes

Onboarding and offboarding

• Getting started: All training material, end user and admin guides are available via the on-line portal. ; Online training can also be arranged by prior agreement.
• Service documentation: Yes
• Documentation formats:
  • HTML
  • PDF
• End-of-contract data extraction: Users can export data via CSV, or ask our Support Desk to do this
• End-of-contract process: At the end of the contract period, it is automatically renewed unless the appropriate notice is given.

Using the service

• Web browser interface: Yes
• Supported browsers:
  • Internet Explorer 11
  • Microsoft Edge
  • Firefox
  • Chrome
  • Safari
  • Opera
• Application to install: No
• Designed for use on mobile devices: Yes
• Differences between the mobile and desktop service: There are no differences between the mobile and desktop versions.; All features are available to users accessing the platform from any device. Web interface will fit to screen based on the device used.
• Service interface: Yes
• User support accessibility: WCAG 2.1 AA or EN 301 549
• Description of service interface: We provide access to a web portal for sending faxes, monitoring received faxes and some administration functions.
• Accessibility standards: WCAG 2.1 AA or EN 301 549
• Accessibility testing: Interface testing with users of assistive technology has not been carried out.
• API: Yes
• What users can and can't do using the API: Full management of inbound and outbound fax traffic within customers’ existing applications.
• API documentation: Yes
• API documentation formats:
  • HTML
  • PDF
• API sandbox or test environment: Yes
• Customisation available: Yes
• Description of customisation: Customers are able to customise how fax header sheets are presented to a recipient.

Scaling

• Independence of resources: OpenText uses a world class Capacity Management process based on ITIL’s best practices in Service Design.; ; It consists of three main processes:; • Business Capacity Management (BCM) – ensure future business requirements are well understood and planned for; • Service Capacity Management (SCM) – ensure services are effectively monitored and demand is managed to meet internal/external SLAs; • Component Capacity Management (CCM) – ensure component/finite resource usage is base-lined and monitored, and utilisation profiles are well-defined and current.; The underlying procedures for each process involve collection of statistics, analysis of the data, generation of reports and communication with relevant groups.

Analytics

• Service usage metrics: Yes
• Metrics types: Inbound and outbound fax traffic
• Reporting types: Real-time dashboards

Resellers

• Supplier type: Reseller providing extra support
• Organisation whose services are being resold: Wholly-owned subsidiary, ProcessFlowsUK Ltd, EMEA distributor for opentext cloudfax platform.

Staff security

• Staff security clearance: Conforms to BS7858:2019
• Government security clearance: Up to Baseline Personnel Security Standard (BPSS)

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: Another external penetration testing organisation
• Protecting data at rest: Other
• Other data at rest protection approach: Data is encrypted during transit with AES256 encryption, and at rest with AES128 encryption.; We are SOC1 and SOC2 certified, and our security controls comply with ISO 27001 format.
• 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: Via CSV
• Data export formats: CSV
• Data import formats: CSV

Data-in-transit protection

• Data protection between buyer and supplier networks: Other
• Other protection between networks: Data can be transferred via SSL, TLS, VPN, SFTP and MQ.; Protection is via 256 AES encryption.
• Data protection within supplier network:
  • TLS (version 1.2 or above)
  • Other
• Other protection within supplier network: Data can be transferred via SSL, TLS, VPN, SFTP and MQ.

Availability and resilience

• Guaranteed availability: 99.5% SLA
• Approach to resilience: Proprietary – Can be shared during on-site visit or WebEx with an NDA in place.; ; The wholly-owned data centre is located in the UK with extensive back arrangements. The fail-over data centre is located in Amstelveen in the Netherlands.
• Outage reporting: Email alerts

Identity and authentication

• User authentication needed: Yes
• User authentication: Username or password
• Access restrictions in management interfaces and support channels: Only our approved and vetted administrators have access to our cloud production platform. The data is also encrypted.; ; Two-factor authentication is implemented for administrators to access the production platform. We operate a formal Data Loss Protection service: Citrix ZenApp.; The Citrix ZenApp security gateway also functions as a DLP clean room, preventing data from the commercial services environment from being copied, cut, pasted or moved to a lower security area, open, moved to email or the internet, or otherwise removed from the secured commercial environment.; ; Access is based on job role, and only essential personnel have access to Production.
• 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: Between 6 months and 12 months
• Access to supplier activity audit information: Users receive audit information on a regular basis
• How long supplier audit data is stored for: Between 6 months and 12 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: NQA
• ISO/IEC 27001 accreditation date: 14/11/2019
• What the ISO/IEC 27001 doesn’t cover: All relevant and applicable products, services and processes are covered
• ISO 28000:2007 certification: No
• CSA STAR certification: No
• PCI certification: Yes
• Who accredited the PCI DSS certification: Worldpay
• PCI DSS accreditation date: 07/04/2021
• What the PCI DSS doesn’t cover: Covers the limited number of credit card transactions that we process. There are no credit card related payment processes outside of this scope.
• Cyber essentials: Yes
• Cyber essentials plus: Yes
• Other security certifications: Yes
• Any other security certifications:
  • Cyber Essentials, and Cyber Essentials Plus
  • Common Criteria and ISO 15408

Security governance

• Named board-level person responsible for service security: Yes
• Security governance certified: Yes
• Security governance standards:
  • ISO/IEC 27001
  • Other
• Other security governance standards: SOC1,2 & 3. Opentext follows information security and risk management industry best practices as defined by our ISO 27001:2013 Global Information Security Management System (ISMS).; ; Our ISMS provides continuous and rigorous risk management processes to help ensure the ongoing confidentiality, integrity and availability of all information in Opentext custody.
• Information security policies and processes: Konica Minolta is committed to operating an effective Information Security Management System that will ensure information is protected from a loss of confidentiality, integrity and availability.; ; Given this, our basic approach to information security is to continuously make improvements by measuring and assessing risks associated with important information assets and applying effective measures to mitigate those risks.; ; To support this, we have identified key information security principles; and to ensure these key principles are met, we have established a set of information security objectives as part of our Integrated Business Management System which are monitored and reviewed regularly.; ; This Policy covers Konica Minolta Business Solutions (UK) Ltd and all relevant subsidiaries, including all UK regional offices. It is applicable to all colleagues, visitors, suppliers, customers and contractors related to business activities, products or services.; ; Compliance with the Information Security Policy is mandatory. All Leaders are directly responsible for implementing this policy and ensuring colleagues’ compliance within their Business Units and Shared Functions.; ; At ProcessFlows, our Global Information Security Policies are reviewed at least annually and approved by Chief Information Security Officer. If required, we can provide a Table of Contents for our Global Information Security Policy to demonstrate its comprehensiveness.

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: We have a fully mature ITIL-based Change Management process. All changes to the Production environment must go through the Change Management process. Changes in non-production/QA/Test environment do not require a change ticket.; Once testing is completed, the results are listed in the Production Change ticket that would be submitted for approval to the Change Management Board, along with a back-out plan and risk assessment for the change.; There is a segregation of duties as to who submits the change, who implements the change, and who approves the change.
• Vulnerability management type: Conforms to a recognised standard, for example CSA CCM v3.0 or SSAE-16 / ISAE 3402
• Vulnerability management approach: Assets are scanned monthly and do daily incremental scans.; Third party/external Internet facing (application and network) penetration test are performed annually.; Vulnerabilities are remediated based on risk, leveraging NIST CVSS standards.; ; Our patching methodology follows our policy to maintain a commercial environment where OS and 3rd party applications are never more than n-1 versions away from the most current minor version available.; We conduct monthly reviews and ranking exercises of new security patch notifications and reported vulnerabilities.; Patches are applied based on applicability and severity/impact to our environment.; Emergency 0-3 days; High 0-30 days; Medium 9-90 days; Low 0-180 days
• Protective monitoring type: Conforms to a recognised standard, for example CSA CCM v3.0 or SSAE-16 / ISAE 3402
• Protective monitoring approach: A Security Event Management (SIEM) tool collects, analyses and triages security events. Logs are stored on a secure server; security events are managed through ITIL processes that alert, triage and escalate events, ensuring the right steps are taken for resolution.; ; IDS/IPS services (in place via Unified Threat Management device that process all network traffic) are updated daily with prevention signatures, using a 24/7/365 Network Operations Centre to review and triage monitored events.; For events requiring additional review, they are escalated to an ITIL-based Incident Management process with embedded SIRP that will work until resolution and/or service is restored.
• 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: Security events are managed through an ITIL-based security incident event response process that is in place to alert, triage and escalate events. This program ensures that the right steps are taken to resolve the event.

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: No

Social Value

• Fighting climate change:

  Fighting climate change

  In fiscal 2020, we pushed forward our timeline for achieving Carbon Minus status to the ambitious target of 2030. We aim to increase the amount that we can contribute to reducing CO2 emissions at client companies and business partners compared to our own CO2 emissions, by sharing our expertise and knowledge on environmental management in order to reduce the environmental impact of the entire value chain.; ; On a global and a local level we seek to drive continuous improvements to minimise our impact on the planet. ; ; In the UK we have:; • Achieved zero waste to landfill and just 5% to incineration. Our waste is compacted on site to reduce CO2 emissions for transport Solutions to help customers with environmental impact and tracking; • Together with ClimatePartner, established a transparent and resilient concept to reduce and offset the emissions of greenhouse gases from printing.; • Rolled out the use of ‘Telematics’ devices in our engineer’s cars, with the aim of increasing the fuel efficiency and reducing the CO2 levels for these teams. ; • Delivered a consumable recycling programme ‘A World on Loan’; ; Globally Konica Minolta Group have been:; • Awarded a leadership position on the Climate A List by CDP for the sixth time. ; • Included in Asia Pacific Index of the Dow Jones Sustainability Indices (DJSI World) for Thirteen years in a row. ; • Received Bronze Class in SAM Sustainability Award, named to all ESG Indexes adopted by the Japan’s Government Pension Investment Fund.; • Included in the FTSE4Good Index Series for 18 consecutive years.; • Listed among Global 100 Most Sustainable Corporations in the World for the Fifth time and the fourth consecutive year; • Are a signatory to the UN Global Compact supporting UN Business Principles, covering four main themes: Anticorruption, Human rights, Labour standards and Environment.
• Covid-19 recovery:

  Covid-19 recovery

  COVID-19 has had a major impact on societies and economies around the world, greatly accelerating changes to the way we work and live and has had a great impact on the business of the Konica Minolta Group. However more than ever, the world is looking to corporate innovation to help solve today’s increasingly urgent social and environmental issues and Konica Minolta is well positioned to support our customers and employees to address these challenges.; ; Konica Minolta continues to offer a choice-based approach to working which supports employees to work in a way that balances both individual needs and the needs of the business. This is essential for driving an inclusive workforce and supporting the wellbeing of our employees. We understand the impact Covid-19 has had on people and we continually seek to do more to support our employees, this includes launching Breathe- our Employee Resource Group for Wellbeing, introducing training on mental health and wellbeing and signing the Mental Health at Work Commitment. Utilising this framework, we aim to deliver the six standards outlined, as well as continually review our offerings and implement measures to improve the physical and mental health and wellbeing of employees. ; Through the government’s Apprenticeships Levy, we continue to provide internships, apprenticeships and graduate training opportunities as well as providing different routes into the business and for career progression, including job rotations, mentoring and training programmes. ; ; Our innovations, solutions and services have helped our customers to shape the future of their business through increasing visibility, optimising business processes with workflow automation and implementing solutions in the field of IT infrastructure and IT security as well as cloud environments.
• Tackling economic inequality:

  Tackling economic inequality

  As a recognised Top Employer in the UK for five years running, Konica Minolta is committed to being an employer of choice and developing the skills needed for the future of work and to help us attract and retain the talent we need to grow and thrive. Through the government’s Apprenticeships Levy, we continue to provide internships, apprenticeships and graduate training opportunities as well as providing different routes into the business and for career progression, including job rotations, mentoring and training programmes. ; ; To address increasing social challenges, we established charity partnerships that align to our business goals and in 2021 we announced all employees would be given a day a year to volunteer and give back to local causes. We have also partnered with charities that align to our own values. Recent examples which demonstrate collaboration through the value chain include: ; ; Crisis at Christmas appeal 2021- Konica Minolta is proud to have supported the homeless charity, Crisis and its Crisis at Christmas campaign. Konica Minolta provided 33 colour A4 multifunction devices (MFD’s - bizhub C3351 and bizhub C3851), PaperCut print management and ongoing technical support, to Crisis sites located throughout Greater London.; The Big Issue- Regular conversations with a local Big Issue vendor prompted a member of our Team in London to wonder how innovation could improve conditions for the homeless community. That led to establishing a partnership with The Big Issue, offering readers a new way to access exclusive content through genARate, our Augmented Reality (AR) platform. Utilising this innovative technology on a bi-monthly basis, The Big Issue are providing engaging content for readers and improving the lives of vendors through increased sales.
• Equal opportunity:

  Equal opportunity

  At Konica Minolta we are committed to tackling inequality, giving everyone the opportunity to fulfil their potential. We aim to achieve this by seeking to continually reviewing our practices and policies to ensure we attract and recruit from the widest talent pool, as well as ensuring our employees have a voice.; We have a zero–tolerance approach to modern slavery and human trafficking. We are committed to acting with integrity in all our business dealings and with our supply chain, including business partners, suppliers, customers, contractors and other third parties who provide or deliver any goods or services to us.; Since joining the government’s Apprenticeships Levy in 2017, we have provided many internships, apprenticeships and graduate opportunities and continue to look at ways to provide different routes into the business and to progress within the business including job rotations, mentoring, and training programmes.; In 2015 Konica Minolta set up its Gender equality Employee Resource Group- Balance. The network provides a trusted environment that celebrates difference, delivers value and changes perceptions within the business and the industry. Working with partners internally and externally the network has delivered events, networking, community support, inclusive language awareness, allyship, mentoring, policy change and personal development all focused on empowering women and driving inclusion and equity as well as providing a safe space for people to connect and share their experiences. ; Vibrant, our LGBTQ+ Employee Resource Group launched in 2020 to focus on raising awareness, challenging behaviours and stigmas and driving an inclusive culture at Konica Minolta. At the heart of Vibrant’s strategy is a clear focus on wellbeing, education and networking and providing a safe space for people to connect and share their experiences.; ; Through promoting the power of allies and fostering an inclusive approach towards language, the network has helped to shift perceptions and behaviours
• Wellbeing:

  Wellbeing

  Konica Minolta are proud to have signed the Mental Health at Work Commitment. Developed with the knowledge and expertise of mental health charities, leading employers and trade organisations, the Mental Health at Work Commitment provides a framework for employers who recognise the importance of promoting employee wellbeing. By signing the Mental Health at Work Commitment, we’ve committed to achieving better mental health outcomes and a genuine longer term positive impact on our wellbeing. We’re excited to use this framework to help drive great initiatives and change in our organisation on the topic of Mental Health.; We have lots of resources available to employees including WeCare - a great platform designed to help look after our overall health in a number of ways. This includes mental health support in a psychologist led service, as well as nutrition and fitness advice. ; Breathe- our Employee Resource Group provide a valuable network of Wellbeing champions who lead initiatives and share resources across the business. ; At Konica Minolta we offer a choice-based approach to working which encourages our employees to work in a flexible way that balances both individual needs and that of the business.; Employee wellbeing is paramount at Konica Minolta and to further support this in 2022 we have given all employees a wellbeing day. This additional day’s leave is to be used however would help provide some well-deserved rest and self-care.

Pricing

• Price: £75.00 an instance a month
• Discount for educational organisations: No
• Free trial available: Yes
• Description of free trial: The free version offers the same functionality as the production, for max. 30 days
• Link to free trial: Not required – set up available on request

Service documents

• Pricing document

  PDF

• Service definition document

  PDF

• Terms and conditions

  PDF

• Modern Slavery statement

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