Epiq Systems Ltd

Microsoft 365 (O365)

Microsoft 365 is a cloud based integrated Enterprise productivity application that helps transform the way organisations work. It enables employees to connect to people, collaborate, share content and information from any device and anywhere, whilst securely safeguarding organisations’ assets with intelligent security.


  • Information Governance
  • Advanced Threat Protection
  • Data Loss Prevention
  • Record Management
  • Data Privacy
  • Data Investigation
  • Insider Risk Management
  • Advanced eDiscovery
  • Azure Information Protection
  • Data Migration


  • Content classification and retention policy
  • Advanced protection against malware, malicious attacks
  • DLP to protect data from intentional or accidental loss
  • RM provides regulatory, legal, critical records for all corporate data
  • GDPR, DSR, discovery, governance and protection
  • Triage, investigate and remediate data related incidents
  • Minimize internal risks by detecting, investigate, action on risky activities
  • Electronic workflow for legal cases including hold
  • Automatic, optional classification, protection documents, emails by applying labels
  • Migration from on premise to cloud


£120 to £240 a unit an hour

  • Education pricing available

Service documents

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G-Cloud 13

Service ID

8 2 5 9 9 7 3 8 9 7 1 6 7 8 5


Epiq Systems Ltd Sandeep Patel
Telephone: 020 7367 9173
Email: contracts@epiqglobal.com

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
Microsoft 365 provides enablement and implementation of the various modules.
Cloud deployment model
  • Public cloud
  • Private cloud
  • Hybrid cloud
Service constraints
Requires Microsoft 365 licences.
System requirements
Microsoft 365 software licences and Tenant

User support

Email or online ticketing support
Yes, at extra cost
Support response times
Projects will be managed by consultants and project managers based on issue levels. The service is based on the provision of Professional Services for the implementation and deployment of the required services or functionalities. Support following project sign off will be the responsibility of the internal IT Support Team and will be agreed at contract award.
User can manage status and priority of support tickets
Phone support
Web chat support
Onsite support
Onsite support
Support levels
Onsite support is provided during the project implementation and deployment of the required services by the implementation project team.
Support available to third parties

Onboarding and offboarding

Getting started
Awareness workshop
On site training
Service documentation
Documentation formats
End-of-contract data extraction
The data will reside at the user's end.
End-of-contract process
Review of the project will be conducted including all follow up actions.
All project design and configuration documentations will be provided.

Using the service

Web browser interface
Supported browsers
  • Internet Explorer 11
  • Microsoft Edge
  • Firefox
  • Chrome
  • Safari
  • Opera
Application to install
Designed for use on mobile devices
Differences between the mobile and desktop service
Microsoft enabled
Service interface
User support accessibility
None or don’t know
Customisation available
Description of customisation
Customisation available to the level of support the users require


Independence of resources
All projects are managed based on availability of internal resources and planned schedule


Service usage metrics
Metrics types
Volumes of data received and processed; Volumes of data hosted; Active users; Breakdowns of data hosted by custodian, data, file type and other criteria as requested by clients.
Reporting types
  • Real-time dashboards
  • Regular reports
  • Reports on request


Supplier type
Reseller providing extra support
Organisation whose services are being resold

Staff security

Staff security clearance
Other security clearance
Government security clearance
Up to Developed Vetting (DV)

Asset protection

Knowledge of data storage and processing locations
Data storage and processing locations
United Kingdom
User control over data storage and processing locations
Datacentre security standards
Supplier-defined controls
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 another standard
  • Encryption of all physical media
Data sanitisation process
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 software can be configured to enable users to download both documents and data, subject to user profiles and permissions. For large data sets or formal productions to other parties, it is highly recommended that a system administrator manages this process.
Data export formats
  • CSV
  • Other
Other data export formats
  • Native
  • TIFF
  • PDF
  • HTML
Data import formats
  • CSV
  • Other
Other data import formats
  • Native
  • Tiff
  • PDF
  • HTML

Data-in-transit protection

Data protection between buyer and supplier networks
TLS (version 1.2 or above)
Data protection within supplier network
IPsec or TLS VPN gateway

Availability and resilience

Guaranteed availability
We train staff to answer phones within three rings, acknowledge emails within one hour and escalate all unusual queries to their manager. We maintain a formal policy for handling queries and all personnel are trained in our escalation process. Specific service level agreements for availability are agreed with clients on a case-by-case basis.
Approach to resilience
The physical protection of all data centres encompasses multiple layers including 24x7 onsite staff, strict personnel access controls utilising badge and/or biometric access and mantraps, and 24x7x365 video surveillance both inside and outside the facility. Hardware, servers, and network devices are maintained on raised flooring and are secured in locked cabinets. Visitors must be escorted at all times, sign in, and be assigned an electronic photo ID badge that does not grant access to any raised floor areas. Further information is available on request.
Outage reporting
Email alerts are sent directly to the IT support team who will then investigate and report back to clients confirming the start and end times for any outage, our analysis of the cause of the outage and how the issue was resolved. Reports will also include recommendations for any future changes or upgrades if these are required.

Identity and authentication

User authentication needed
User authentication
  • 2-factor authentication
  • Username or password
Access restrictions in management interfaces and support channels
Our internal environments are restricted to internal staff only and no external access to management interfaces and support channels are permitted. Support during the project is carried out by the Project Manager or consultants working on the project and reviewed during regular client meetings.
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
Users have access to real-time audit information
How long user audit data is stored for
Access to supplier activity audit information
Users contact the support team to get audit information
How long supplier audit data is stored for
How long system logs are stored for

Standards and certifications

ISO/IEC 27001 certification
Who accredited the ISO/IEC 27001
British Standards Institute (BSI)
ISO/IEC 27001 accreditation date
What the ISO/IEC 27001 doesn’t cover
Services outside our core services which are Legal Services and Court Reporting. A statement of applicability can be provided on request.

Check content
ISO 28000:2007 certification
CSA STAR certification
PCI certification
Cyber essentials
Cyber essentials plus
Other security certifications
Any other security certifications
Add any other Microsoft security certifications

Security governance

Named board-level person responsible for service security
Security governance certified
Security governance standards
ISO/IEC 27001
Information security policies and processes
Information security is managed through a dedicated information security team who are responsible for designing and updating polices relating to user access, physical controls, network storage, appropriate use of systems and compliance with existing legislation. Policies are reviewed and updated on a quarterly basis. Mandatory training on security issues is provided to all employees when they join the company and at least annually during their tenure. Our data centre and operations centre have been accredited to ISO 27001 standard and as part of this certification we are regularly interviewed and audited by an external auditor - a process that evaluates our policies and practices to identify and resolve potential vulnerabilities.

Operational security

Configuration and change management standard
Supplier-defined controls
Configuration and change management approach
As part of the project progress all Change Requests have to be documented and agreed and signed off by the client, including the update of the risk log and configuration and design documentations.
Vulnerability management type
Supplier-defined controls
Vulnerability management approach
Our environments are centrally managed adhering to our strict cyber security policy. Services to clients are delivered by our Professional Services resources only and our environment does not have an impact on the service being delievered to clients. Any work carried out is within the client's own environment.
Protective monitoring type
Supplier-defined controls
Protective monitoring approach
Everyone within the organisation has to adhere to strict security and compliance policies to prevent potential compromise. Any concern around potential compromise has to be immediately reported to the immediate line manager, local IT Department, and where necessary escalated to the Vice President of the EMEA region, followed by informing the global IT team. Strict governance and procedures are required to be followed at all times.
Incident management type
Supplier-defined controls
Incident management approach
As part of the project process all incidents are recorded, reported to the relevant users and where necessary escalated to the Project Sponsor as well as the Director of Information Governance of the EMEA region.

Following necessary actions, preventive measures and mitigation will be introduced to prevent similar incidents occuring.

Secure development

Approach to secure software development best practice
Supplier-defined process

Public sector networks

Connection to public sector networks

Social Value

Fighting climate change

Fighting climate change

Epiq is fully committed to fighting climate change, reducing our carbon footprint and minimising the impact of our operations. We adhere to the leading frameworks for sustainability, including the UN Sustainable Development Goals, ISO 26000, the Climate Disclosure Standards Board, the Global Reporting Initiative, the Sustainability Accounting Standards Board, the Carbon Disclosure Project, the SEC ESG Disclosure and the World Economic Forum. We have implemented the following environmentally friendly initiatives:
• We have partnered with the organisation ‘Creating Tomorrow’s Forests’ to plant a tree for every deal that we sell utilising our eBundle creation/real-time transcription platform
• We encourage our clients to make use of our secure electronic data transfer and hosting solutions and discourage the use of paper.
• Our staff have the option to work remotely and we have reduced the number of staff travelling into an office by 50%. We encourage employees and clients to hold meetings via video conference rather than in-person.
• We have adopted multiple energy conservation strategies to operate our offices in the most energy efficient manner, including motion sensors which automatically turn off lights, fixed temperature settings, low-flow toilets, etc. We provide recycling bins in all our offices. All equipment has earned an Energy Star rating and is configured to take advantage of low energy modes when left in an idle state. All redundant IT equipment is collected via a specialist recycling company.
• Epiq choose partners and waste management companies who adhere to principles of ISO 14001 and demonstrate a duty of care to the environment.
Covid-19 recovery

Covid-19 recovery

Epiq has taken several steps to help both our company and local communities manage and recover from the impacts of COVID-19, which are directly relevant to the provision of services we provide.These include: • Office/work equipment, policy updates and security compliance training have been provided to staff to enable home working, as required. The rapid changes required to working practices prompted Epiq to develop a new Flexible Work Strategy.. • All employees are encouraged to wear masks and social distance when appropriate. We provide masks, gloves, hand sanitiser and disinfecting wipes in all offices. We have put in place additional cleaning of high contact areas. We have a dedicated area on our intranet to provide information and tools to our employees on office safety protocols • We provide financial support to employees , their families and communities affected by the COVID-19 pandemic via our Epiq Charitable Foundation. • We recognise the toll that the COVID-19 pandemic has had on the physical and mental health of our employees and have provided free access to the Headspace app, free access to our employee support programme offering support for financial, mental, and physical wellbeing, and free access to daily activities designed to promote physical and mental health.
Tackling economic inequality

Tackling economic inequality

Epiq is committed to developing valuable relationships with businesses that are minority-owned, woman-owned, disadvantaged-owned, LGBT-owned, veteran-owned, small, HUB Zone, and providing maximum practicable opportunities for suppliers that can offer quality, innovative, competitive, and cost-effective products and services. We adhere to this commitment by integrating supplier diversity into our business strategies, making good faith efforts to include diverse suppliers in sourcing activities, and monitoring spending levels with diverse suppliers. On our website, we encourage small and diverse suppliers to register with us and arrange meetings with us to identify how we can partner together. We advertise upcoming opportunities in accessible media, attend and sponsor regular industry networking events, and regularly partner with smaller organisations when tendering for public sector contracts. We also encourage our large suppliers to identify opportunities for small and diverse suppliers to provide services to us through their supply chain.

When purchasing goods and services, we always ensure the source of such products and services is ethical and sourced from suppliers who a) offer their staff ethnical working practices; b) operate in accordance with the local law and good practice; c) demonstrate a commitment to the equality, health and safety and diversity of their own staff and suppliers; d) offer fair wages and working conditions to individuals of an appropriate working age. We conduct rigorous due diligence checks to ensure that all our suppliers meet our exacting standards for service delivery and security.

Our Supplier Diversity Committee meets quarterly to review the progress of our initiatives, measure their success, identify improvements, and review commitments. Tools used to measure success include metrics on overall diverse spend, number of diverse suppliers, and supplier diversity memberships and events. The Supplier Diversity Committee report on the progress of our initiatives to senior management quarterly.
Equal opportunity

Equal opportunity

We are committed to providing an organisational culture and climate in which every employee can thrive at work, is valued, and has a sense of belonging and connection. We have established a Diversity, Equity and Inclusion (DEI) Committee to facilitate a talent network that values and understands everyone's merits from a perspective of equity. Our accomplishments so far include :
• Launching our first Community Resource Group, Black @ Epiq, to bring employees together to share their experiences and perspectives and enrich their overall work experience.
• Other CRGs we have running include: Epiq Women, Epiq Pride, Epiq Belonging.
• Rolling out mandatory DEI training. Completion of DEI training is tracked and measured through our online learning platform.
• Built our community of Epiq volunteers by giving employees an additional day of annual leave for charitable work.
• Launching a mentorship programme providing employees with access to leadership guidance and professional development support.
• Launching DEI podcasts and internal intranet hub that will house DEI educational resources, CRG information, events, cultural holiday spotlights, and provide areas for our employees to submit feedback and propose DEI initiatives.
• Creating DEI Client Advisory Board to circulate best practices, elevate ideas, share lessons learned, and further DEI initiatives across multiple companies.

Our DEI Committee meet weekly to review progress, measure success, identify improvements, and agree new social value commitments. It meets with business leaders and executive sponsors to discuss initiatives and ensure that our leaders are driving the values that we are seeking to ingrain in our culture. Tools used to measure success include metrics on levels of employee engagement, programme adoption rates, employee retention figures, training completion rates, as well as feedback from stakeholders. The DEI Committee report on progress of initiatives in monthly newsletters with details published on our website.


Physical and mental health at work is a priority for Epiq. Measures that we take to support these include:
• providing employees with good physical workplace conditions.
• creating opportunities for employees to provide feedback on work design, culture and conditions via engagement surveys.
• addressing work-life balance challenges that take account of employee and organisational needs i.e flexible hours, part-time work.
• ensuring that managers have the necessary knowledge, training and sensitivity to work effectively with their staff, to encourage open two-way conversations about mental health and to highlight the support available at all stages of employment.
• having an employee assistance programme offering support to employees for financial, mental and physical wellbeing:
o Legal professionals provide support on a range of financial issues.
o Employees can speak to a qualified counsellor and benefit from face-to-face counselling sessions.
o advice on how to keep fit and healthy
o employees can access Nursing and Midwifery Council registered nurses who can help with medical concerns.
• Our Social Committee provides access to weekly themed activities designed to promote physical and mental health: Meditation Monday (guided meditation sessions), Topic Tuesday (talk and Q&A session with an expert speaker), Wellness Wednesday (yoga and Pilates sessions), Connect Thursday (coffee catch-ups and networking sessions), Feelgood Friday (employee appreciation sessions).

We track key metrics on the wellbeing of our employees, including absence and sickness rates, retention rates, training completion rates and engagement survey completion rates.

We ensure that our health and wellbeing strategy is implemented in our local markets with initiatives that include strategic partnerships, targeted recruitment campaigns, leadership development programmes, and conferences. We promote local employment and recruit locally for all our contracts. We provide mentoring programmes, networking opportunities, and actively encourage employee involvement in community and charitable activities.


£120 to £240 a unit an hour
Discount for educational organisations
Free trial available

Service documents

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