INPUTE TECHNOLOGIES LIMITED

OnBase from Hyland

OnBase, Hyland’s flagship product, is a single enterprise information platform designed to manage content, processes and cases. OnBase centralises your important business content in one secure location, and then delivers relevant information to you when you need it, wherever you are. Increase productivity and reduce risk across your entire enterprise

Features

• Enterprise Content Services platform
• Workflow and case management
• Integration to 3rd party applications
• MS Office and MS Outlook integration
• Reporting Dashboards
• Document Retention rules
• Secure platform
• Support for mobile devices
• Support for remote user access

Benefits

• Single enterprise information platform that manages content, processes and cases.
• implementation of workflows though point & client configuration
• Seamless integration to your existing applications
• Store and auto Index emails and office documents
• Enterprise class security
• Accessible via mobile devices for flexibility
• Enhanced search capabilities for information retrieval

£84 to £111 a user a month

• 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 c.howard@inpute.com. Tell them what format you need. It will help if you say what assistive technology you use.

Framework

G-Cloud 14

Service ID

747474755144311

Contact

Chris Howard
+44 203 026 7521
c.howard@inpute.com

Service scope

• Software add-on or extension: No
• Cloud deployment model:
  • Private cloud
  • Hybrid cloud
• Service constraints: Planned maintenance and upgrades are scheduled in advance.
• System requirements: Chrome, Edge, Firefox, Safari, or MS Explorer browser

User support

• Email or online ticketing support: Email or online ticketing
• Support response times: Helpdesk open Monday to Friday, 0830 through to 1730. Extended hours available. Please contact Inpute for details
• User can manage status and priority of support tickets: Yes
• Online ticketing support accessibility: None or don’t know
• Phone support: Yes
• Phone support availability: 9 to 5 (UK time), Monday to Friday
• Web chat support: No
• Onsite support: Yes, at extra cost
• Support levels: Inpute provide a range of response times depending on clients needs. 1hr, 4hr and 8hr SLA agreements are available during normal office houses Monday to Friday, 0830 to 1730. Weekend cover and 24/7 support is available and responses times are subject to client requirements.; ; All support provided under an SLA framework. Response times are 30 minutes for double platinum, with 4hr and 8hr response for other plans. A technical account manager is assigned to each platinum client.
• Support available to third parties: Yes

Onboarding and offboarding

• Getting started: As a part of implementation, training may be conducted on site. The training team provides your organisation’s designated system administrators, testers, and trainers responsible for educating their user community. The courses will cover in depth all of the basic system functions plus your organisation’s specific application and procedures. ; All solution training is meant to augment the training courses attended and certifications received separate from the solution-specific engagement. Hyland also offers comprehensive training courses to provide both end-users and system administrators the knowledge that they need to design, install, use and maintain the OnBase solution. Training sessions can be conducted at the customer site, at one Hylands training facilities, or via online classroom; removing the need for students to travel. ; We also has end-user training that customers can host on their own internal network for users. ; In addition, end users have access to web-based training courses at university.hyland.com. This website provides users with the education and knowledge they need, when they need it. Web-based courses are self-paced and provide students with an overview of OnBase solutions. They are meant to build a student’s beginning knowledge of a OnBase solution while developing their comfort with the system.
• Service documentation: Yes
• Documentation formats:
  • HTML
  • PDF
• End-of-contract data extraction: Customer data is stored in the Hyland Cloud in the native format of the specific document. As a result, if a customer chooses to leave the Hyland Cloud, data can be exported to an encrypted hard drive with an index file included so it can be easily imported into another system, if so desired. The Hyland Cloud can provide an export of customer data as a billable service.
• End-of-contract process: Customer data is stored in the Hyland Cloud in the native format of the specific document. As a result, if a customer chooses to leave the Hyland Cloud, data can be exported to an encrypted hard drive with an index file included so it can be easily imported into another system, if so desired. Customer data will be retained for 30 days after the contract ends. After this the data will be deleted permanently.

Using the service

• Web browser interface: Yes
• Supported browsers:
  • Internet Explorer 11
  • Microsoft Edge
  • Firefox
  • Chrome
  • Safari
• Application to install: Yes
• Compatible operating systems:
  • Android
  • IOS
  • Windows
• Designed for use on mobile devices: Yes
• Differences between the mobile and desktop service: The OnBase Mobile app provides workers easy access to OnBase documents, processes and the ability to capture photos and documents at their convenience, or while they’re on-­the-­go. Organisations can decrease overall processing time and simultaneously increase productivity by always keeping OnBase at decision makers’ fingertips. It also supports Hyland IdP providing a secure login process consistent with other OnBase clients. ; Mobile interfaces are used primarily by users to access Documents, Forms, and Workflow tasks, while the Desktop Clients provides a more feature-rich interface for power users in order to configure the solution.
• Service interface: Yes
• User support accessibility: None or don’t know
• Description of service interface: OnBase provides an interface for point-and-click configuration of all major system components. This interface allows an administrator to accomplish the tasks of defining and administrating major system components. This limits the need for heavy IT involvement when introducing additional functionality into your OnBase solution such as the creation of new document types or capture processes. ; OnBase also provides a designer called OnBase Studio that can be used to create workflows and rapid no-code/low-code applications. OnBase Studio provides a graphical layout as well as point-and-click configuration for designing these workflows and rapid no-code/low-code applications.
• Accessibility standards: None or don’t know
• Description of accessibility: Hyland is continuously researching the applicable requirements of the Web Content Accessibility Guidelines (WCAG) and strives for Level AA conformance. The OnBase product suite is a diverse ECM solution; however, it cannot provide every interface with conformance to WCAG standards due to the nature of certain modules, such as Imaging, Capture, and Import Processors. For the end user, OnBase has provided the Voluntary Product Accessibility Template (VPAT) for the OnBase Client, Web Client, Unity Client, Unity Forms modules and more.
• Accessibility testing: Hyland is continuously researching the applicable requirements of the Web Content Accessibility Guidelines (WCAG) and strives for Level AA conformance. The OnBase product suite is a diverse ECM solution; however, it cannot provide every interface with conformance to WCAG standards due to the nature of certain modules, such as Imaging, Capture, and Import Processors. For the end user, OnBase has provided the Voluntary Product Accessibility Template (VPAT) for the OnBase Client, Web Client, Unity Client, Unity Forms modules and more.
• API: Yes
• What users can and can't do using the API: OnBase provides robust API options and functionality through a variety of APIs. Which API is used will depend on specific integration needs. ; REST API: enable custom solutions to work with content, including the ability to store, query, retrieve and modify Documents, including Keywords. Additionally, solutions can be designed to retrieve Workflow lifecycles, Queues and Items, and execute non-interactive tasks. ; Unity (SOAP) API: many elements can be obtained, including Custom Queries, Documents, E-Forms, Envelopes, File Cabinets, Folders, Keyword Types, Notes, Print Queues, Workflow, etc. ; Unity Client Automation API: allows for interaction with OnBase stored content, while making use of the Unity client as the primary user interface. Allows developers to coding the back-end processing of data functionality, and letting the Unity Client present the user interface. ; Automation API: offers a quick and easy way to extend the functionality of the OnBase Client through the use of VB Scripts, which can perform actions on one or more documents, as well as access other information found within the client. ; OnBase Client API: offers functionality to query for Documents, save a Document locally in different formats, and also archive new Documents into the OnBase repository. It provides methods for integrating with Workflow and Folders
• API documentation: Yes
• API documentation formats:
  • HTML
  • PDF
  • Other
• API sandbox or test environment: Yes
• Customisation available: Yes
• Description of customisation: Almost every facet of the solution is customisable. OnBase provides multiple interfaces for users to access and interact with OnBase. From within these interfaces, users are able to see parts of the business processes and documents they have access to. Depending on how they access OnBase, users are able to customise different parts of that interface. For example, if using the Unity Client, individual users are able to personalise their Personal Page in order to quickly and easily access the forms and functions they use most often. ; Hyland allows customers to customize portions of the user interface of OnBase to add the customer’s name and business logo (including identifying colors) to the user interface, subject to and in accordance with their signed contract. Customer agrees that the user interface, as so customised, will contain the following notice in a prominent location: “Powered by OnBase©, a Hyland© solution.” The customer further agrees to include on any and all user interfaces, documentation, access pages or portals that use or are associated with the use of the software such copyright notices and restricted rights legends as supplied by Hyland to protect Hyland’s (and Hyland’s suppliers’) intellectual property rights.

Scaling

• Independence of resources: The Hyland Cloud is a private, managed, multi-instance cloud. Each Hyland Cloud customer is provided its own instance of OnBase so each customer has its own database and disk groups. However, the hardware and some servers are shared for the individual Hyland Cloud customers. As a result, there is no co-mingling of data in the cloud. Customers are assigned a unique encryption key that effectively renders the documents unreadable outside of the customer's dedicated instance of OnBase.

Analytics

• Service usage metrics: Yes
• Metrics types: Service metrics are specific to each customer and reports are created for specific use cases.
• Reporting types: Reports on request

Resellers

• Supplier type: Reseller providing extra features and support
• Organisation whose services are being resold: Hyland Software; ABBYY; OpenText; DocuWare; UiPath

Staff security

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

Asset protection

• Knowledge of data storage and processing locations: Yes
• Data storage and processing locations:
  • United Kingdom
  • 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 3.0)
• 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 SSAE-16 / ISAE 3402
• 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: For ad-hoc exports, users can search for one or multiple documents and save as a list report. These are an index file of the supporting information (document type, date, and keywords etc). User can choice export location. ; ; Automated exports would occur using workflow. Exports can be on a document-by-document basis or can be queued and performed as a scheduled batch process. For automated export, supported file formats of the documents can be their native format or a custom file extension can be used. Location where these files are exported to can be anywhere that the OnBase system has access to
• Data export formats:
  • CSV
  • Other
• Other data export formats:
  • Native file format
  • PDF
  • Encrypted PDF
  • Format of the index file is .TXT or .CSV.
• Data import formats:
  • CSV
  • Other
• Other data import formats:
  • PDF
  • Tiff
  • Documents can be saved in their native format

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: OnBase in the Hyland Cloud is delivered with a choice of three service classes: Gold, Platinum and Double Platinum. Pricing for these service classes is combined with the hosting fee — ensuring a clear and simple monthly cost. Availability commitments are as high as 99.9%
• Approach to resilience: Hyland Cloud uses geographically dispersed, redundant infrastructure. Application, system and network architectures are designed for high availability and operational redundancy.
• Outage reporting: Email alerts

Identity and authentication

• User authentication needed: Yes
• User authentication:
  • Identity federation with existing provider (for example Google Apps)
  • Username or password
• Access restrictions in management interfaces and support channels: Permissions are managed at the user group level.
• Access restriction testing frequency: At least once a year
• Management access authentication:
  • Identity federation with existing provider (for example Google Apps)
  • 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: At least 12 months
• How long system logs are stored for: At least 12 months

Standards and certifications

• ISO/IEC 27001 certification: Yes
• Who accredited the ISO/IEC 27001: Ernest & Young
• ISO/IEC 27001 accreditation date: 28/11/2019
• What the ISO/IEC 27001 doesn’t cover: AWS Regings; Frankfurt (DE) datacenter
• ISO 28000:2007 certification: No
• CSA STAR certification: Yes
• CSA STAR accreditation date: 10/06/2021
• CSA STAR certification level: Level 1: CSA STAR Self-Assessment
• What the CSA STAR doesn’t cover: N/a
• PCI certification: No
• Cyber essentials: No
• Cyber essentials plus: No
• Other security certifications: No

Security governance

• Named board-level person responsible for service security: Yes
• Security governance certified: Yes
• Security governance standards:
  • ISO/IEC 27001
  • Other
• Other security governance standards: SOC1 and SOC3 or SOC2 audited. TIA Tier 4 Hosted Facilities
• Information security policies and processes: Hyland Cloud performs an annual risk assessment governed by its ISO based policies defining risk management. The Hyland Cloud Governance Risk and Compliance team owns, maintains, and reviews the risk assessment program.

Operational security

• Configuration and change management standard: Supplier-defined controls
• Configuration and change management approach: We follow internal change management procedures when changes are initiated by Support, or Customer requests usto make a change on their behalf to existing systems, or when new systems are deployed to the Hyland Cloud.; Generally speaking, change requests are submitted via a change management system and are then evaluated by subject matter experts. Upon approval by such subject matter experts, changes are implemented, documented, and tested. In the event an issue occurs with the approved change, rollback procedures, documented as part of the change request, are performed in order to return the system to its original state.
• Vulnerability management type: Conforms to a recognised standard, for example CSA CCM v3.0 or SSAE-16 / ISAE 3402
• Vulnerability management approach: SOC standards are among the most stringent standards of security measurement for an operations center or data center. All Hyland Cloud data centers boast SOC 1, SOC 2 and/or SOC 3 certification.; Additionally, Hyland’s Cloud Services undertakes SOC 2 and SOC 3 audits annually, and performs quarterly internal audits and ongoing penetration and vulnerability tests.
• Protective monitoring type: Conforms to a recognised standard, for example CSA CCM v3.0 or SSAE-16 / ISAE 3402
• Protective monitoring approach: Hyland Cloud has numerous security controls and monitoring mechanisms in place, which includes firewalls at the Web and App server level, IDS, and vulnerability management. Logs are captured from these and other critical servers and network hosts, and maintained in a centralized log repository. Logs are kept in non-repudiation format and kept for one year. Access to the central log is limited to a small team based on role. Monitoring of systems is active and alerts configured to notify appropriate personnel within the department of potential security or availability incidents. Staff is available on call 24/7 to respond to alerts.
• 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: The Incident Response Plan is documented as a part of the HC IS Policy Suite. Procedures are in place for escalation and notification in the event of a qualified incident. This information is documented in the Hyland GCS Security Incident Policy. The Incident Response Plan mandates that all Security Incidents are to be investigated promptly and thoroughly by qualified team members. Every Security Incident is treated as a Security Breach until determined otherwise. If Hyland has determined the customer's Hosted Solution has been negatively impacted by a security or availability incident, Hyland will deliver a root cause analysis summary

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

• Social Value:

  Social Value

  • Fighting climate change
  • Covid-19 recovery
  • Equal opportunity
  • Wellbeing

  Fighting climate change

  Inpute recognises sustainability and humanity’s response to climate change as one of the greatest challenges of our lifetime. That’s why we’ve committed to put sustainable technologies at the heart of our innovation—to make sure we are adapting and growing along with the planet with the lowest environmental impact. We continue our work on reducing our emissions on many levels (offices heating & energy, product lifecycle, travels).

  Covid-19 recovery

  In response to the challenges posed by the COVID-19 pandemic, our policy aims to catalyst economic recovery by fostering the creation of new opportunities and skills for people. We recognise the need for innovative solutions to address shifting market demands and embrace the opportunity to empower individuals and communities.; Our policy outlines several key strategies including:; Entrepreneurial Support: We provide comprehensive support our people, including access to mentorship, and supporting new opportunities, and incubation programs. ; Skills Development Programs: Recognising the importance of upskilling and reskilling in a rapidly evolving economy, we invest in training programs to equip our people with the skills needed for emerging markets and opportunities. By fostering a culture of lifelong learning, we empower individuals to adapt and thrive in a post-COVID world

  Equal opportunity

  At Inpute, we empower our people with support, benefits, and resources. That means putting our company culture first with communities that get people connected, while celebrating unique backgrounds and experiences. No matter the office location or team, we focus on promoting Diversity, Equality and Inclusion through numerous. We also invest in local communities and charities ; Inpute works diligently to promote trust and transparency in everything we do. Among our core values, we strive to “Acting with Integrity”—we act with integrity, make ethical decisions, and use good judgment. In that spirit, Inpute is committed to the highest standards of corporate governance, compliance, and ethics.

  Wellbeing

  Inpute is dedicated to fostering holistic wellbeing among our people. We prioritise mental, physical, and emotional health through comprehensive initiatives. Our wellness program includes flexible work arrangements and access to mental health resources, ; ; At Inpute, we believe in work-life balance, we promote a supportive and inclusive culture where employees feel valued and respected. Our Employee Assistance Program offers confidential counselling services, ensuring that all team members have access to the support they need.; ; Additionally, through continuous feedback mechanisms, we ensure that our wellbeing initiatives remain relevant and effective. At Inpute, we recognise that our people are our most valuable asset, and their wellbeing is paramount to our success

Pricing

• Price: £84 to £111 a user a month
• Discount for educational organisations: No
• Free trial available: Yes
• Description of free trial: Try Hyland is a unique way to experience OnBase through hands-on access to live software. Whether you're a customer or prospective customer, Try Hyland is your way to dive into pre-configured sample solutions and see the value that our tools can bring to your organization.
• Link to free trial: https://try.hyland.com/

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 c.howard@inpute.com. Tell them what format you need. It will help if you say what assistive technology you use.