Admincontrol AS

Board Portal

Admincontrol is a leading Board Portal and Virtual Data Room provider. Working to the highest level of security and with a tablet based intuitive user interface, our services are utilised by private and public sector organisations to enhance the the flow of sensitive information across Boards and Management worldwide.

Features

• Build agenda, boardbook and minutes in the portal.
• Drag, drop, add, rearrange or delete, late papers easily. incorporated.
• Two factor security, esignature and voting.
• Control access and document permissions.
• Available online or offfline. 24/7 support.
• Share annotations and notes within encrypted secure messaging
• Papers can be accessed, read, annotated, commented and searched
• Accessed via any device (iOS, Android apps).
• Launch Teams and Zoom meetings from portal and apps.
• Full reporting on who is accessing board papers.

Benefits

• Publish boardbook, accessible via any device or app
• Online and Offline storage and reading
• Secure access to documents and boardbooks
• Push alerts when new documents are added or updated
• Improved information, communication and board collaboration
• Put documents to the board in an organized format.
• Faster and better decision making with full audit trail
• Esigning and voting included as standard
• A paperless, eco-friendly workplace
• Permanent access to key documents, online and offline.

£1,000 to £17,500.00 a licence a year

• 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 dreilly@admincontrol.com. Tell them what format you need. It will help if you say what assistive technology you use.

Framework

G-Cloud 14

Service ID

839002869868511

Contact

David Reilly
+44 (0) 7437 216579
dreilly@admincontrol.com

Service scope

• Software add-on or extension: No
• Cloud deployment model: Private cloud
• Service constraints: No
• System requirements: No system requirements as SAAS

User support

• Email or online ticketing support: Email or online ticketing
• Support response times: Normally immediately but certainly within 5 minutes, there is no service variation we offer 24/7/365 support.
• User can manage status and priority of support tickets: No
• Phone support: Yes
• Phone support availability: 24 hours, 7 days a week
• Web chat support: Web chat
• Web chat support availability: 24 hours, 7 days a week
• Web chat support accessibility standard: WCAG 2.1 A
• Web chat accessibility testing: Accessibility Testing :; To evaluate accessibility, we employ a combination of methods: automated accessibility testing using Axe DevTools accessibility checker, manual testing for keyboard accessibility, and manual testing using screen readers (VoiceOver for macOS and NVDA for Windows).
• Onsite support: Onsite support
• Support levels: All support is included in license fee. Local support team in UK can be onsite. Training is for all users is also included within license. When onboarding a client we base a team at client to undertake training and onboarding online or onsite dependent on numbers of users. Thereafter support tends to be based over web, telephone or video conference.; ; Any onsite refresher training for existing or new staff is also included.Phone, Chat & Email based support is available on a 24x7x365 basis and is provided free of charge if specified in the subscription agreement.; ; Service and support includes setting up the Portal and/or Data Room, assist customer in getting started and technical assistance and/or user issues that may occur.; ; Our goal is to provide truly excellent support service around the clock and respond on all support requests as soon as possible.; ; Support statistics may be provided upon request.
• Support available to third parties: Yes

Onboarding and offboarding

• Getting started: Working to a clients corporate governance structure,; we provide onsite and online onboarding services depending on the client requirements.; ; Our onboarding takes two formats; ; 1. Board Administration Team: We provide at least 1 training sessions covering all topics of ; -setting up users ; - setting up interactive agenda and creating boardbooks; - uploading papers; - recording decisions ; - setting up meetings and votes; - using version control; ; 2. Board members :- we offer an onsite and online one to one training for users that as tailored to their preferred device ( laptop, iPad, iPhone, Microsoft Surface, Android tablet etc). This is also offered in webinar format.
• Service documentation: Yes
• Documentation formats: PDF
• End-of-contract data extraction: Admincontrol supplies all data on hard disk and then deletes data from our data centres. Admincontrol has over 98% annual retention of clients.
• End-of-contract process: Contract is all inclusive, there are no additional costs :-; Access to the Admincontrol service; • Unlimited storage capacity for scanned and; uploaded documents; • Unlimited distribution of documents between; registered users; • Support to users by phone and e-mail 24/7 days a; week; • Always access to the latest version of the service

Using the service

• Web browser interface: Yes
• Supported browsers:
  • Microsoft Edge
  • Firefox
  • Chrome
  • Safari
  • Opera
• Application to install: Yes
• Compatible operating systems:
  • Android
  • IOS
  • MacOS
  • Windows
  • Windows Phone
• Designed for use on mobile devices: Yes
• Differences between the mobile and desktop service: You can can work offline via the apps or through browser on mobile device. Otherwise the service offers the same level of functionality via a browser.
• Service interface: No
• User support accessibility: WCAG 2.1 A
• API: No
• Customisation available: Yes
• Description of customisation: Logos and banners. ; ; Portal is designed around client governance structures.; ; Administrators have the right to customise the look and feel of the portal.

Scaling

• Independence of resources: Our Internal QA team performs performance tests to ensure that Response times should be less than 3 seconds max for any function performed (given that the user has an acceptable internet connection (ADSL/4G or better))

Analytics

• Service usage metrics: Yes
• Metrics types: Admincontrol provides standard reports on; - login; - voting; - sms; - access to boardbooks and documents; - storage used
• Reporting types:
  • Real-time dashboards
  • Regular reports
  • Reports on request

Resellers

• Supplier type: Not a reseller

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: Yes
• Data storage and processing locations: European Economic Area (EEA)
• User control over data storage and processing locations: No
• Datacentre security standards: Managed by a third party
• 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
• 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: Drag and drop or browse through directory and choose files.; ; You can batch download also.
• Data export formats:
  • CSV
  • Other
• Other data export formats:
  • Zipped archive
  • Original format (PDF, Word, Excel, Powerpoint,
  • Text, Image (bmp,png,gif,jpg,tif), audio (mp3), video (mov,mpg,avi), Message (.msg)
• Data import formats:
  • CSV
  • Other
• Other data import formats:
  • Original format (PDF, Word, Excel, Powerpoint,
  • Text, Image (bmp,png,gif,jpg,tif), audio (mp3), video (mov,mpg,avi), Message (.msg)
  • Zipped archive

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: The SLA states availability of 99.97% quarterly based, and we are above/performing better than this. Phone Support is available 24x7x365.; ; No direct penalty other than liability due to direct damage as specified in the standard terms and conditions: 10.1 Admincontrol’s liability due to direct damage inflicted on the Client in relation to use of the service, regardless of cause, is limited to the lesser of the Client s documented economic loss or the total amount of the Subscription Agreement. This includes loss of data or financial loss that may occur in relation to use of the service, including reduced availability or functionality of the service.
• Approach to resilience: Available on request
• Outage reporting: All maintenances that affect uptime and availability is communicated to the customer 1 week in advance. On login page for all users and on email to portal administrator.

Identity and authentication

• User authentication needed: Yes
• User authentication:
  • 2-factor authentication
  • Username or password
  • Other
• Other user authentication: Touch / Face ID available on iPad and iPhone apps.
• Access restrictions in management interfaces and support channels: Only a limited amount of personnel with Support function or IT Operations may access customer data, all access is logged and only dedicated user accounts are used.
• Access restriction testing frequency: At least every 6 months
• Management access authentication:
  • 2-factor authentication
  • Public key authentication (including by TLS client certificate)
  • 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 receive audit information on a regular basis
• 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: DNV GL
• ISO/IEC 27001 accreditation date: 5 March 2022
• What the ISO/IEC 27001 doesn’t cover: Our data centres are also ISO 27001 accredited.
• 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:
  • ISO 27001 (2022)
  • Going through process of achieving Cyber Essentials Plus

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: Admincontrol service security policy, customer support security policy, Email Security Policy, information security policy for employees, Laptop Security Policy are defined and approved by management and are available upon request.

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: A formal change management process is in place and all changes registered and followed up via our bug tracking and project management tool. We use Stage gate model for managing projects and Agile methodologies for the actual development. ; ; All changes are maintained in our bug tracking and project management software including our versioning control and source code management.
• Vulnerability management type: Conforms to a recognised standard, for example CSA CCM v3.0 or SSAE-16 / ISAE 3402
• Vulnerability management approach: Patch management policy & process in place. All devices are updated with patches as soon as possible with automatic update procedures. Patches and firmware for network components follow vendor patching requirements. Weekly vulnerability scans are performed to identify any missing patches or other misconfigurations.
• Protective monitoring type: Conforms to a recognised standard, for example CSA CCM v3.0 or SSAE-16 / ISAE 3402
• Protective monitoring approach: All traffic is monitored with managed Intrusion Prevention System connected to 24x7x365 Manned Security Operation Center notifying Admincontrol IT Operations Duty of any suspicious, harmfull or unauthorised activities. All traffic is default denied unless specifically authorised.; ; Centralized and Managed log & SIEM solution in place. Incident management process implemented to act on any security incidents. Logs are stored in Read Only Archive; ; All systems are monitored 24x7x365. ; ; IT Operations department utilize tools for network monitoring and ip address mapping to detect any discrepancy on the networks, weekly vulnerability and network scans are performed by our authorised system personnel.
• 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: Admincontrol has a documented incident response; plan.; We have a response team in place, along with; a set of policy and procedures for handling; incidents, gathering and communication to; relevant parties. This is available on request.

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

• Social Value:

  Social Value

  Fighting climate change

  Fighting climate change

  Admincontrol believes that businesses have an important role to play when it comes to making our world more sustainable, and that means that we need to take social challenges as serious as environmental challenges. Since 2012 we have had a deep commitment to Corporate Social Responsibility (CSR), partnering up with different organisations and worked on environmental projects. Please follow link to our website for more details https://admincontrol.com/the-company/about-us/corporate-social-responsibility/.

Pricing

• Price: £1,000 to £17,500.00 a licence a year
• Discount for educational organisations: No
• Free trial available: Yes
• Description of free trial: A trial portal would be built with full functionality, one month free trial.

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