Scan Optics Ltd

easy.forward™ - Data Capture and Machine Learning Document Processing Service

Scan Optics easy.forward™ service provide UK government agencies with the right intelligent data management solution for Digital Transformation, where cloud services can be utilised to release further efficiencies. Using multi channel scanner support and robotic modules for recognition, classification, indexing, validation, extraction and export of data from documents.

Features

• Capture data from multiple channels (scanner, fax, digital)
• Departmental processing (automated exceptions handling)
• Key From Image (KFI) - multiple image correction
• Built in OCR and ICR recognition engines
• Multiple Data Outputs (MessageQ, ftp, sftp SOAP),
• Support for multiple scanner interfaces (ISIS & Twain) etc
• OpenText Captiva Document Capture Solutions Support
• A2ia cheque processing software support
• Reporting & Auditing - Real-time workflow dashboard (including Crystal Reports)
• Agile project management methodology

Benefits

• Technical and graphical application design
• Multi vendor software support Opentext (Solutions), A2ia, Softek (Barcode)
• Change management - full system and software release scheduling
• Cross training and knowledge transfer
• High accuracy on recognition rates
• service delivery options: extraction service delivers data in required formats
• Open development environment (.net, C#, Java, PHP)
• System maintenance (admin, update, vulnerability patching, audit)
• Security cleared personnel
• Online support and help desk

£0.04 a transaction

• Education pricing available
• Free trial available

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 proper@scanoptics.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

781305853562723

Contact

Peter Roper
+44 20 3137 2189
proper@scanoptics.co.uk

Service scope

• Software add-on or extension: Yes, but can also be used as a standalone service
• What software services is the service an extension to: Opentext Captiva Suite, Documentum, Alfresco, A2ia Cheque Processing, Crystal Reports, MS MessageQ, and other multi vendor software support.
• Cloud deployment model: Private cloud
• Service constraints: Scan Optics do not support legacy browsers pre IE 8 ; Support options do not include public holidays
• System requirements: Web browser and internet connection

User support

• Email or online ticketing support: Email or online ticketing
• Support response times: Service available based on following schedule: ; Tele Support helpdesk: 09:00 till 17:00 Monday to Friday Response time within 1 hour; Online ticketing services: 24 hours per day, 365 days a year where our customers can access support to create, update and view incidents 24/7; Extensions to the service offering can be negotiated.
• User can manage status and priority of support tickets: Yes
• Online ticketing support accessibility: WCAG 2.1 AA or EN 301 549
• 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: First-line support: Basic level user and technical support. Also used to gather information and analyse a problem.; ; Second-line support: In depth technical support used to troubleshoot and solve problems.; ; Third-line support: Expert support for complex issues. Also used to support first and second line support.; ; All levels of support are provided through payment of the standard support and maintenance charge.; ; A technical Account Manager is provided.
• Support available to third parties: Yes

Onboarding and offboarding

• Getting started: Scan Optics provide both onsite and online training as part of our service offering. All user and system documentation is provided digitally and paper copies can be provided on request. Training is tailored for the various users - user, super user and administrator. A train the trainer option is also available when required.
• Service documentation: Yes
• Documentation formats:
  • HTML
  • ODF
  • PDF
  • Other
• Other documentation formats: Microsoft Word
• End-of-contract data extraction: The service doesn't need to retain data, although it can if the end user desires. Normally we process the images and extract and verify the required data according the business requirements. This data (raw image file and extracted verified content) is provided to the end user in whatever form they require (PDF, jpeg, bitmap, jpeg, or a compressed file format used for upload to another database etc). If the end user would like for us to host the data, we offer this service as well. Data extraction at the end of service would be simply copying the files to a location of their choice.
• End-of-contract process: Scan Optics will return the client Data within a reasonable period in a standard and common format upon receiving written instructions from the customer prior to termination or expiration, at no additional cost.. If the end user would like for us to host the data, we offer this service subject to a new agreement.

Using the service

• Web browser interface: No
• Application to install: Yes
• Compatible operating systems: Windows
• Designed for use on mobile devices: Yes
• Differences between the mobile and desktop service: Desktop service includes access to all features of the service, while the Mobile service provides a sub set of the desktop service features. Mobile service includes the following features Scanning and Dashboard reporting.
• Service interface: Yes
• User support accessibility: WCAG 2.1 AAA
• Description of service interface: The service includes 2 service interfaces. Interface 1 comprises a workflow screen with drill down ability down to document level. Interface 2 comprises of a Dynamic Dashboard (Real Time) which graphically displays the lifecycle status of documents as it progresses through our various processing modules
• Accessibility standards: WCAG 2.1 AA or EN 301 549
• Accessibility testing: Scan Optics at this time have undergone initial interface testing for users of assistive technology, however testing with assistive technology is part of our development roadmap and expect to release this assisted service in future software releases.
• API: Yes
• What users can and can't do using the API: API access is available to create new instances of batches or documents and limited reporting functions.
• API documentation: Yes
• API documentation formats: HTML
• API sandbox or test environment: Yes
• Customisation available: Yes
• Description of customisation: Authorised users have access to specific design modules to enable the creation of new form types and data capture fields. Enabling the creation/edit of forms within an intuitive GUI (Graphical User Interface). Logos, colour schemes and dashboard reporting are also able to be edited .

Scaling

• Independence of resources: The service has been extensively stress tested in test and production environments for a number of years. The service is designed for scalability, which allows the service to be tailored specifically for the customers system configuration.

Analytics

• Service usage metrics: Yes
• Metrics types: We track over 250 points in the processing of data. This includes time-stamps for each stage of the process. These metrics are displayed via the dashboard which is accessible through a browser.; ; The dashboard display is fully customisable, a streamlined list of information is shown by default. The display is fully customisable (at no charge). Similarly, regular and ad-hoc reports can be set up at no charge.; ; Information can also be queried via the API.
• Reporting types:
  • API access
  • Real-time dashboards
  • 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 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 every 6 months
• Penetration testing approach: Another external penetration testing organisation
• 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
  • Scale, obfuscating techniques, or data storage sharding
• Data sanitisation process: Yes
• Data sanitisation type:
  • Explicit overwriting of storage before reallocation
  • 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: The service includes both import and export modules which enable data import and export of multiple data formats
• Data export formats:
  • CSV
  • ODF
  • Other
• Other data export formats:
  • XML
  • JSON
  • PDF
  • RDF
  • HTML
  • Sharepoint
  • JPEG
  • TIFF
  • DOCX
  • EXCEL
• Data import formats:
  • CSV
  • ODF
  • Other
• Other data import formats:
  • XML
  • JSON
  • PDF
  • RDF
  • HTML
  • Sharepoint
  • JPEG
  • TIFF
  • DOC
  • EXCEL

Data-in-transit protection

• Data protection between buyer and supplier networks:
  • Private network or public sector network
  • TLS (version 1.2 or above)
  • IPsec or TLS VPN gateway
  • Bonded fibre optic connections
  • Legacy SSL and TLS (under version 1.2)
• Data protection within supplier network:
  • TLS (version 1.2 or above)
  • IPsec or TLS VPN gateway
  • Legacy SSL and TLS (under version 1.2)

Availability and resilience

• Guaranteed availability: Explicit Service Level Agreements form part of the contract for service. SLAs vary from contract to contract and are agreed-upon in advance, as the SLA requirements are tailored specifically to customer needs.; ; We offer a range of processing times from 2-hours through 72-hours. Tracking our performance and meeting SLAs is performed via the real-time dashboard.; ; Agreed Service credits are applied at the end of contracted billing cycle.
• Approach to resilience: This information is available upon request.
• Outage reporting: The private real-time dashboard, accessed via browser shows any outage as well as current information regarding processing. E-mail alerts and API notification are also supported.

Identity and authentication

• User authentication needed: Yes
• User authentication:
  • Identity federation with existing provider (for example Google Apps)
  • Limited access network (for example PSN)
  • Dedicated link (for example VPN)
  • Username or password
• Access restrictions in management interfaces and support channels: Microsoft Active Directory and group policies are used to restrict access to management interfaces.
• Access restriction testing frequency: At least every 6 months
• Management access authentication:
  • Identity federation with existing provider (for example Google Apps)
  • Limited access network (for example PSN)
  • Dedicated link (for example VPN)
  • Username or password

Audit information for users

• Access to user activity audit information: Users have access to real-time audit information
• How long user audit data is stored for: 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: CQS (Certified Quality Systems) Ltd - IAB registered firm
• ISO/IEC 27001 accreditation date: 30/09/2015
• What the ISO/IEC 27001 doesn’t cover: Staff screening. Covered elsewhere up to SC.
• ISO 28000:2007 certification: No
• CSA STAR certification: No
• PCI certification: No
• Cyber essentials: No
• Cyber essentials plus: No
• Other security certifications: Yes
• Any other security certifications:
  • ISO 9001:2015
  • ISO 27001:2013

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: The following information security policies and processes are adhered to under ISO27001:2013 (Information Security Management System) and cross referencing with ISO9001:2015 (Quality Management System); ; Data Protection, IT Security, Risk Assessment, Incident Reporting, Performance, Improvement, Operational procedure. ; ; Policies and processes are monitored and reported upon by using a combination of frequent internal \ external audits and management review meetings.

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: Configuration and change management processes are controlled and tracked using Jira project management tools. Using Agile methodology to create a framework for monitoring the components.
• Vulnerability management type: Conforms to a recognised standard, for example CSA CCM v3.0 or SSAE-16 / ISAE 3402
• Vulnerability management approach: Under ISO27001:2013 security risks and vulnerabilities are covered with associated processes and responsibilities.; Our IT Manager is responsible for regularly monitoring for software vulnerabilities on devices connected to our services.; Typical process - Preparation, Vulnerability scan, Define remediating actions, Implement remediating actions and Rescan.; Information regarding potential threats would come from our suppliers of security software.
• Protective monitoring type: Conforms to a recognised standard, for example CSA CCM v3.0 or SSAE-16 / ISAE 3402
• Protective monitoring approach: We monitor all systems used in the delivery of the easy.forward™ service including the network connections between machines and the web. We employ Intrusion Detection Systems (IDS). All traffic employs end-to-end encryption, and the traffic is monitored for unusual network traffic. Audit logs are analysed daily. We have a policy of incident management review used to continually improve our monitoring capability used in conjunction with our ISO27001:2013 controls.
• 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: Common incident processes are pre-defined in our Quality Management Systems (ISO9001:2015 / ISO27001:2013). User reported incidents are recorded through a Cloud based incident/help desk portal, which can handle various input streams of voice/e-mail etc. Reports and statistics are generated from the portal dashboard, describing the status and history of the incidents recorded. The reports are provided in both table and visual formats. All incidents are prioritised due to type \severity\SLA within the portal.

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: Yes
• Connected networks: Public Services Network (PSN)

Social Value

• Fighting climate change:

  Fighting climate change

  Our aim is to help reduce climate change by:; 1. Focus on reducing the amount of travelling required to significantly reduce the amount of fuel we use.; As a result of Covid-19, we have already implemented processes to reduce the number of face to face meetings required by using video conferencing.; Also, we are now are being pro-active in utilising secure remote software to support our customers in the UK.

Pricing

• Price: £0.04 a transaction
• Discount for educational organisations: Yes
• Free trial available: Yes
• Description of free trial: Provided via a hosted service to enable the customer to evaluate the Easy.Forward product. Providing: ; 1) Sample document(s), ; 2) A subset of the information that is required for extraction; 3) How the information should be exported.; ; The customer can evaluate and test for one month/ 500 documents, whichever comes first

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