DATACOW LIMITED

DataCow

DataCow is an integrated solution for businesses. A fully integrated email and document control system with emphasis on traceability of vital correspondence. Every email sent outside of your organisation must be registered and is fully searchable. DataCow includes Calendar and Meeting functionality compatible with Microsoft Exchange.

Features

• Transparent Email, Data & Document Retrieval
• Intuitive Document Processing & Categorisation
• Alert Tracking System for employees and external parties
• Automated Payment Validation
• Real time Project Cost Reporting
• Automatic Data Recognition

Benefits

• Keeps a full digital trail of every conversation.
• Full history of views, shares, and downloads
• Find with full text searching of emails and documents
• AI enabled to automatically process incoming documents
• Alerts and tracking of documents entering and leaving the system
• Payment tracking to manage the subcontractor approval process with ease
• Keep track of project costs, with real-time reporting
• Minimise data input using OCR technologies and shared data

£1,000 a user a year

• Education pricing available
• 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 info@datacow.co.uk. Tell them what format you need. It will help if you say what assistive technology you use.

Framework

G-Cloud 14

Service ID

853500626205450

Contact

James Chadband
01482 534429
info@datacow.co.uk

Service scope

• Software add-on or extension: No
• Cloud deployment model: Private cloud
• Service constraints: In order to take full advantage of the features offered it is necessary to use the service as your email server, and setting up any DNS services to use the service as the MX (mail exchange) record. This allows full integration of Email, Document Control and Calendar functions.
• System requirements: Web Browser

User support

• Email or online ticketing support: Email or online ticketing
• Support response times: We aim to respond within 12 hours, on working days ; A working day is defined as Monday to Friday, excluding any Bank Holiday observed in England.; Any request sent on a non-working day may not be seen until the next working day.
• User can manage status and priority of support tickets: No
• Phone support: No
• Web chat support: No
• Onsite support: No
• Support levels: Full product techniocal support is included in the cost of the service.; All support requests are communicated by email.; The maximum response time is 12 hours during working days (Monday - Friday)
• Support available to third parties: Yes

Onboarding and offboarding

• Getting started: User documentation is provided following signup, which includes user guides and training videos and can be viewed at any time. Online training is available upon request. In person training, at either the Client location is also available but may be subject to additional charges.
• Service documentation: Yes
• Documentation formats:
  • HTML
  • Other
• Other documentation formats: Training Videos
• End-of-contract data extraction: Users can download data manually on an individual basis, or we may be able to offer bulk export services depending on their requirements.
• End-of-contract process: Clients are able to download document data at any time, and access to the data will be available, included in the price, for a defined number of days following the end of the contract to a limited number of users.

Using the service

• Web browser interface: Yes
• Supported browsers:
  • Microsoft Edge
  • Firefox
  • Chrome
  • Safari
• Application to install: No
• Designed for use on mobile devices: No
• Service interface: No
• User support accessibility: None or don’t know
• API: Yes
• What users can and can't do using the API: DataCow's API covers a several different areas of the service, mostly this is read-only access for listing and displaying stored data. Some resource endpoints allow users to modify data using the API. Access to the API requires an active user account on the service and authorisation using an OAuth2 handshake.
• API documentation: Yes
• API documentation formats: Other
• API sandbox or test environment: No
• Customisation available: Yes
• Description of customisation: Clients are able to upload custom logos for branding of system generated documents. On service customisations are limited to client users who have system administrator permissions.

Scaling

• Independence of resources: Each client has resources provided by Amazon Web Services. We actively monitor usage for increases in demand and have the ability to scale when and where required.

Analytics

• Service usage metrics: Yes
• Metrics types: Users of the service have access to metrics concerning the number of documents, emails and project, number of organisations and contacts in the contact management system and number of active users. ; Clients can make a request for metrics relating to the service infrastructure, however as these are highly dependant on the cloud hosting provider, DataCow do not guarantee to action the request.
• Reporting types:
  • Real-time dashboards
  • Reports on request

Resellers

• Supplier type: Not a reseller

Staff security

• Staff security clearance: Staff screening not performed
• Government security clearance: None

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: In-house
• Protecting data at rest:
  • Physical access control, complying with CSA CCM v3.0
  • Encryption of all physical media
• Data sanitisation process: Yes
• Data sanitisation type:
  • Explicit overwriting of storage before reallocation
  • Deleted data can’t be directly accessed
• Equipment disposal approach: In-house destruction process

Data importing and exporting

• Data export approach: Users can download data manually on an individual basis, or we are able to offer bulk export services depending on their requirements.
• Data export formats: Other
• Other data export formats:
  • JSON
  • ZIP
• Data import formats: Other
• Other data import formats: User defined following client consultation

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: During the Term of the agreement under which DataCow Limited has agreed to provide the service to the client, DataCow will provide a Monthly Uptime Percentage to the client of at least 99% (the "Service Level Objective" or "SLO").; If DataCow Limited does not meet the SLO, and if the client meets its obligations under this SLA, The client will be eligible to receive Financial Credits.; The Financial Credits issueed are based on the service provided: ; where the uptime in a given month is less than 99% the credit issued will be 10% of the monthly fee.; where the uptime in a given month is less than 95% the credit issued will be 25% of the monthly fee.
• Approach to resilience: DataCow Limited host our service with AWS, a highly reliable and respected cloud provider, and make use of protection services such as AWS Web Application Firewall (WAF). Additionally DataCow have in house disaster recovery procedures in place, should they be necessary.
• Outage reporting: The system will notify our operations team of outages via instant message, and email alerts. The operations team also proactively monitor the service status.

Identity and authentication

• User authentication needed: Yes
• User authentication: Username or password
• Access restrictions in management interfaces and support channels: Within the service, role-based access control allows the customer to determine each user’s level of access. Support is offered setting this up, where necessary. Only users specified during the onboarding process are allowed to make specific instance-wide change requests, and upon investigation and approval by the supplier.
• 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 contact the support team to get audit information
• How long user audit data is stored for: User-defined
• Access to supplier activity audit information: Users contact the support team to get audit information
• How long supplier audit data is stored for: Between 1 month and 6 months
• How long system logs are stored for: Between 1 month and 6 months

Standards and certifications

• ISO/IEC 27001 certification: No
• ISO 28000:2007 certification: No
• CSA STAR certification: No
• 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: No
• Security governance approach: While not certified at present, we follow an ISO27001 approach to security governance with detailed policies identifying responsible personnel within the organisation, their access control levels and risk assessments associated with any security activities
• Information security policies and processes: DataCow Limited implements formal, documented policies and procedures that provide guidance for operations and information security within the organisation. Policies address purpose, scope, roles, responsibilities and management commitment. Employees maintain policies in a centralised and accessible location. DataCow Limited is responsible for familiarizing employees with the DataCow Limited security policies. DataCow Limited has established information security functions that are aligned with defined structure, reporting lines, and responsibilities. Leadership involvement provides clear direction and visible support for security initiatives. Policies are approved by DataCow Limited leadership at least annually or following a significant change to the DataCow Limited environment

Operational security

• Configuration and change management standard: Supplier-defined controls
• Configuration and change management approach: We have built up a robust process for configuration and change management over the development of the service. Our changes go through a thorough QA process before any updates released an we work with clients to ensure that they know about any upcoming changes. A priority of our QA team is security, ensuring that any updates do not lead to unauthorised access.
• Vulnerability management type: Supplier-defined controls
• Vulnerability management approach: We actively monitor threats and vulnerabilities to the service via a number of mechanisms. We also keep apprised of any relevant security updates which must be applied whilst keeping customer disruption to an absolute minimum.
• Protective monitoring type: Supplier-defined controls
• Protective monitoring approach: The cloud platform provider we use has well defined processes and safeguards in place. In the event of a potential threat we carry out a risk assessment, and deploy the necessary resources to start to resolve the threat. This response can be immediate, and all patches would be tested and released as a matter of utmost priority.
• Incident management type: Supplier-defined controls
• Incident management approach: Our support and operations teams have a knowledge base of processes for common (or previously encountered, uncommon) events and is continually updated. Clients can report incidents to us via any of our contact streams, we offer customised solutions based on our clients requirements. Incidents are logged in our support help desk and client users are kept updated automatically.

Secure development

• Approach to secure software development best practice: Supplier-defined process

Public sector networks

• Connection to public sector networks: No

Social Value

• Social Value:

  Social Value

  Fighting climate change

  Fighting climate change

  The DataCow software as a service is designed as a digital-first product, not only eliminating the requirement for printing and the resources associated with that (paper, ink, hardware) which would have need to be disposed of, but also support customers in remote, collaborative working. ; The DataCow platform is accessible from any location connected to the internet, with only a web browser, meaning that users could be encouraged to work from home locations, thereby reducing commute-related emissions.; DataCow have a commitment to work with a supply chain that are aware, and have a commitment to reduce emissions and fight climate change. For example, our choice of hosting provider is one of the most energy efficient in Europe with a plan to use 100% renewable energy sources by 2025.

Pricing

• Price: £1,000 a user a year
• Discount for educational organisations: Yes
• Free trial available: Yes
• Description of free trial: Typically we offer a time limited trial and/or guided demonstration of our software. Please contact us for further information.

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