NTT DATA BUSINESS SOLUTIONS LIMITED

NTT DATA Business Solutions - Draycir Spindle

Spindle offers total control of documents coming in and out of SunSystems. Users are able to streamline processes and improve efficiencies. From distributing outbound documents and automating workflow processes, Spindle Document Management gives users a complete document management solution.

Features

• Works with almost any Windows application having a print function
• Instantly merges information from various business applications to create documents
• Supports sending documents via email, fax, and print
• Allows documents to be saved and archived as PDF files
• Enables printing onto plain-paper, eliminating the need for pre-printed forms

Benefits

• Reduces costs associated with pre-printed stationery and postage
• Automates routine communications, freeing up staff for other tasks
• Allows for the addition of company logos/branding to documents
• Can archive documents as PDFs and helps control distribution
• Automating the process can lead to a decrease in human-error

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-solutions-uk@bs.nttdata.com. Tell them what format you need. It will help if you say what assistive technology you use.

Framework

G-Cloud 15

Service ID

858499656928631

Contact

Philip Newman
07554555951
Info-solutions-uk@bs.nttdata.com

About your service

• Service categories:

  Applications

  Collaborative

  • Team collaboration
• Multi cloud support: No

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: An extension to SunSystems (Hosted) Services and SunSystems (SaaS) Services
• Cloud deployment model: Private cloud
• Service constraints: No known constraints
• System requirements:
  • 1 Ghz Intel-compatible processor
  • 4 GB of memory
  • 3 GB free disk space
  • Internet Explorer 9 or above
  • SQL Server 2008 or above
  • Microsoft Internet Information Services (IIS) v7 or greater
  • IIS and ASP.NET Modules
  • Windows Authentication role service to be able to use Windows

User support

• Email or online ticketing support: Yes
• Support response times: Response times based on priority of the incident raised. Initial response times based on priorities outlined below. ; ; P1 – IRT: within 1 hour of case submission. ; ; P2 – IRT: within 4 hours of case submission. ; ; P3 – IRT: within 1 business day of case submission. ; ; P4 – IRT: within 2 business days of case submission.
• User can manage status and priority of support tickets: Yes
• Online ticketing support accessibility: WCAG 2.2 AA
• 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: Support Includes: ; ; 24-hour contact, 7 days a week. ; ; 18 languages, English being the core language. ; ; Accessible by Phone, e-mail, and web portal. ; ; Each Support member has SunSystems experience. ; ; Total visibility over Support Call status with regular updates. ; ; WebEx support. ; ; Transparent escalation path with access to Managers and Directors company wide. ; ; Extensive Knowledge Base, eLearning’s, and system tips at no additional cost. ; ; Regular webinar recordings. ; ; Dedicated Account Management.
• Support available to third parties: Yes

Onboarding and offboarding

• Getting started: NTT DATA provide a full implementation service that includes installation, project management, training and customisation of the Draycir Spindle Document Management application. ; ; Training is usually remote but can be carried out onsite if required
• Service documentation: Yes
• Documentation formats:
  • PDF
  • Other
• Other documentation formats: Word
• End-of-contract data extraction: For a bulk "export" of all data (e.g., for a system migration), an administrator would need to manually zip the physical document archive folders and take a full backup of the SQL database.
• End-of-contract process: Users typically have a three month notice period to terminate their maintenance contract with NTT DATA
• Documentation accessibility standard: WCAG 2.2 AA

Using the service

• Web browser interface: Yes
• Supported browsers:
  • Microsoft Edge
  • Firefox
  • Chrome
  • Safari
• Application to install: Yes
• Compatible operating systems: Windows
• Designed for use on mobile devices: Yes
• Differences between the mobile and desktop service: Differences are mainly confined to the usability of the user interface on mobile devices
• Service interface: No
• User support accessibility: WCAG 2.2 AA
• API: No
• Customisation available: Yes
• Description of customisation: Key areas of customization include: ; ; Document Design and Branding: Users can implement customized, branded templates for outgoing documents, such as invoices, statements, and purchase orders, to maintain corporate image. ; ; Targeted Messaging: The software allows for the incorporation of tailored promotional messages or "advertising" that can be designed for specific customer segments defined within your accounting system. ; ; Distribution Rules and Preferences: Spindle can automatically distribute documents via various methods (email, print, fax) based on the recipient's preferences. ; ; Workflow Automation: The solution allows for the automation of internal workflow processes, such as invoice routing and approval. ; ; Integration and Custom Fields: Integrates with various ERP systems, allowing documents and data to be linked directly to relevant transactions and accounts. ; ; Security: Customization of security features is available, including password protection for sensitive PDFs and the use of digital signatures. ; ; Attachment of Supplementary Documents: Additional documents like terms and conditions, related invoices, or newsletters can be automatically attached to electronic communications.

Scaling

• Independence of resources: Deployments are based on a single-tenant architecture. Each client sits within their own AWS Account. Multi-VPC architecture allows client workloads to be isolated from different parts of our client's infrastructure, simplifies and improves security due to less error-prone and more precise access control. User workloads are not affected by other users placing a demand on the service.

Analytics

• Service usage metrics: Yes
• Metrics types: CPU, RAM, disk usage, and platform uptime.
• Reporting types: Reports on request
• Resource tagging: No
• FOCUS resource tagging: No

Resellers

• Supplier type: Reseller providing extra features and support
• Organisation whose services are being resold: Draycir

Staff security

• Staff security clearance: Conforms to BS7858:2019
• Government security clearance: Baseline Personnel Security Standard (BPSS)

Asset protection

• Knowledge of data storage and processing locations: Yes
• Data storage and processing locations: United Kingdom
• User control over data storage and processing locations: Yes
• Datacentre security standards: Complies with a recognised standard (for example CSA CCM version 4.0)
• 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 v4.0
  • Physical access control, complying with SSAE-18 / ISAE 3402
• Data sanitisation process: Yes
• Equipment disposal approach: Complying with a recognised standard, for example CSA CCM v4.0, CAS (Sanitisation) or ISO/IEC 27001
• Data sanitisation type: Deleted data can’t be directly accessed / Cryptographic Erasure

Data importing and exporting

• Data export approach: Data exported at user and administrator level: ; ; User Level: ; ; Document search export; ; ; ERP Integration Export. ; ; Administrator Level: ; ; SQL Database Metadata; ; ; Archived Documents (Physical Files); ; ; Configuration Data.
• Data export formats: CSV
• Data import formats: CSV

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
• Data protection within supplier network:
  • TLS (version 1.2 or above)
  • IPsec or TLS VPN gateway

Availability and resilience

• Guaranteed availability: 99.9% ; ; If service availability is breached service credits are issued
• Approach to resilience: Additional information available upon request
• Outage reporting: Service outages are reported via email, which includes a RCA (Root Cause Analysis)

Identity and authentication

• User authentication needed: Yes
• User authentication:
  • Multi-Factor Authentication (MFA)
  • Other
• Other user authentication: Authentication takes place via Citrix Cloud as well as application level ; ; SSO can be enabled leveraging clients’ Azure AD with Citrix Cloud. MFA is included for all our customers and employees ; ; We also use a PAM tool for admin access to customer servers.
• Access restrictions in management interfaces and support channels: Access is restricted via Identity Access Management
• Access restriction testing frequency: At least once a year
• Management access authentication:
  • Multi-Factor Authentication (MFA)
  • Identity federation with existing provider (for example Google Apps)
  • 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

Security governance

• Named board-level person responsible for service security: Yes
• Security governance certified: Yes
• Security governance standards:
  • CSA CSM version 4.0
  • ISO/IEC 27001
• Information security policies and processes: ISO 27001 and SOC 2 Type 1. ; ; The policies are enforced by the infosec team and IT controls are in place to ensure these are followed. Regular online training sessions are enforced and tracked for all employees throughout the employment term. All new starters go through a security induction program.
• Software Security Code of Practice: Yes

Operational security

• Configuration and change management standard: Supplier-defined controls
• Configuration and change management approach: A change control process is in place to control changes to all critical company information resources (i.e., hardware, software, system documentation and operating procedures). This includes management responsibilities/procedures. Wherever practicable, operational and application change control procedures should be integrated. The change control process should include the following phases: ; ; Logged Change Requests; ; ; Identification, prioritization and initiation of change; ; ; Proper authorization of change; ; ; Requirements analysis; ; ; Inter-dependency and compliance analysis; ; ; Impact Assessment; ; ; Change approach; ; ; Change testing; ; ; User acceptance testing and approval; ; ; Implementation and release planning; ; ; Documentation; ; ; Change monitoring; ; ; Defined responsibilities and authorities of all users and IT personnel; ; ; Emergency change classification parameters.
• Vulnerability management type: Supplier-defined controls
• Vulnerability management approach: Vulnerabilities identified on a regular basis via scanning and must be remediated in accordance CVSS score. ; ; The scope of scans is regularly reviewed, to ensure new or changed systems are discovered and added to the regular scanning cycle. ; ; Security risks must be reviewed before the next patching cycle. ; ; CRITICAL – Will be considered a security incident and managed through the incident management process ; ; HIGH – Within 30 days of the patch being released ; ; MEDIUM – Within 180 days of the patch being released ; ; LOW/NONE – Patching not required but should be patched along with MEDIUM risks if possible
• Protective monitoring type: Supplier-defined controls
• Protective monitoring approach: There is a Global Incident Management Policy in place at NDBS. ; ; Please be aware we are not permitted to share copies of our internal policies. Security Policies meet ISO27001 requirements. If required, after signing an NTT DATA Business Solutions Non-Disclosure Agreement the Title and Contents pages may be shared
• Incident management type: Supplier-defined controls
• Incident management approach: NDBS provide clearance checks as part of any staff onboarding, however specific clearance checks can be organised on request, for example for customers working in government sectors or industries with certain compliance regulations. If a cost is associated with the clearance checks, this would be reviewed with the commercial team.
• Post-quantum cryptography secure: No

Secure development

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

Public sector networks

• Connection to public sector networks: No

Pricing

• Discount for educational organisations: No
• Free trial available: No

Discount percentage by annual call-off contract value (excluding VAT)

• Less than £250,000: 0%
• Between £250,000 and £500,000: 0%
• Between £500,001 and £1,000,000: 0%
• Between £1,000,001 and £2,500,000: 0%
• Between £2,500,001 and £5,000,000: 0%
• Over £5,000,001: 0%

Non-mandatory Standards and certifications

• ISO/IEC 27001 certification: Yes
• Who accredited the ISO/IEC 27001: Alcumus ISOQAR
• ISO/IEC 27001 accreditation date: Tuesday 28 October 2025
• What the ISO/IEC 27001 doesn’t cover: UK Delivery & Customer Success division only are covered.
• ISO 28000:2022 certification: No
• ISO 9001 certification: Yes
• Who accredited the ISO 9001 certification: Alcumus ISOQAR
• ISO 9001 accreditation date: Monday 23 June 2025
• What the ISO 9001 doesn’t cover: UK Delivery & Customer Success division only are covered.
• Quality management systems (QMS): Yes
• CSA STAR certification: No
• PCI certification: No
• Cyber essentials: Yes
• Please provide your Cyber Essentials Certificate Number: 142464cf-9a84-4402-8b19-fd145bce34a8
• Cyber essentials plus: Yes
• Please provide your Cyber Essentials Plus Certificate Number: 7beb12d1-310f-4c78-a37f-1235786af23a
• Other security certifications: Yes
• Any other security certifications: ISO 20000-1

Social value

• Section B - Commitment for Future: Delivery:

  • Mission: Kick start economic growth. To secure the highest sustained growth in the G7 - with good jobs and productivity growth in every part of the country making everyone, not just a few, better off.

    Policy Outcome 1: Fair work: That offers fair wages and good working conditions. Help people get a job, stay in work, and progress in their careers, with good employment opportunities across the country. Notes: Where there is a large proportion of labour costs in the contract, commercial teams should consider MAC in Outcome 1 as a priority

    • New or retained jobs on the contract workforce in the relevant area that meet the criteria set out in MAC 1b, 1c and 1d
    • Providing opportunities for, and measuring and monitoring of, staff workforce conditions over time, including employee engagement, involvement in decision-making and satisfaction and adapting to any changes in the results, with clear processes for acting on issues identified
    • Plans to engage the contract workforce in deciding the most important workplace issues to address
    • Employment contracts that reflect actual hours worked; steps taken to ensure employees understand their contracts and have the ability to review and adjust them if actual hours regularly exceed contracted hours
    • Activities that support an environment where staff are educated about, and feel empowered to, address their physical wellbeing
    • Activities that support an environment where staff are educated about and feel empowered to report and address bullying and harassment
    • Activities to cascade good practice on fair working conditions throughout the supply chain
    • Offer a pay and leave entitlement to all eligible staff who become kinship carers, ideally equivalent to statutory adoption pay and leave
    • Payment of more than the National Minimum Wage or National Living Wage (as appropriate) to the contract workforce
    • Monitoring and reporting of gender and ethnicity pay gaps and plans to address them where necessary
    • Entitlement to sick pay for the contract workforce, with provision in place for any staff who do not meet the earnings threshold for statutory sick pay, payment of sick pay from day one of absence and payment of staff on the contract workforce who are off sick a replacement income of 100% of their usual earnings for as long as possible
    • Plans for an appropriate income replacement policy for staff who are required to spend time away from work to care for a sick dependent or close relative
    • Support for educational attainment relevant to the contract, including training schemes that address skills gaps and result in recognised qualifications
    • Understanding of the modern slavery risks and issues affecting the market, industry, sector or country (of origin or of source) relevant to the contract, and the workforce in the supplier’s own organisation and those of its key subcontractors
    • Measures to identify, mitigate and manage modern slavery risks relating to the contract and how these will be implemented
    • Outline policies and practices to be applied to or put in place for the contract to mitigate and manage modern slavery risks, including: Pre-employment checks, recruitment practices. Workplace conditions, safeguarding plans and processes in place and regular monitoring with relevant groups considered, which may include sampling
    • How these flow down the supply chain and are monitored Illustrative examples include reporting, site visits, audits, etc.
    • How to ensure business decisions re: price/cost, short lead times, payment timescales do not create modern slavery risks in the supply chain
    • How the supplier will work with NGOs, trade unions or other businesses to address modern slavery risk
    • Means of influencing staff, suppliers, customers, communities and/or any other appropriate stakeholders with respect to modern slavery risks relating to the contract

  • Mission: Kick start economic growth. To secure the highest sustained growth in the G7 - with good jobs and productivity growth in every part of the country making everyone, not just a few, better off.

    Policy Outcome 2: Skills for growth: Supporting growth sectors and addressing skills gaps.

    • Understanding of employment and relevant skills issues, and of the education and training issues relating to the contract. Illustrative examples: demographics, skills shortages, new opportunities in high growth sectors, geographic/local community and skills/employment challenges
    • Support for educational attainment relevant to the contract, including training schemes that address skills gaps and result in recognised qualifications
    • Activities to support relevant sector related skills growth and sustainability in the contract workforce. Illustrative examples: careers talks, curriculum support, literacy support, safety talks and volunteering

  • Mission: Kick start economic growth. To secure the highest sustained growth in the G7 - with good jobs and productivity growth in every part of the country making everyone, not just a few, better off.

    Policy Outcome 3: Resilient, innovative and flexible supply chains: Support economic growth through enabling resilient businesses, opportunities for small businesses and voluntary, community and social enterprises

    • Understanding of the types of businesses in the market and the level of participation by new businesses, entrepreneurs, start-ups, SMEs, VCSEs and mutuals
    • Activities to identify opportunities to open up sub-contracts under the prime contract to a diverse range of businesses, including new businesses, entrepreneurs, start-ups, SMEs, VCSEs and mutuals
    • Plans for engaging a diverse range of businesses in engagement activities prior to appointing subcontractors (including activities prior to award of the main contract and during the contract term)
    • Activities that demonstrate a collaborative way to work with a diverse range of businesses as part of the supply chain
    • Advertising of supply chain opportunities openly and to ensure they are accessible to a diverse range of businesses, including advertising all subcontracting opportunities on Contracts Finder
    • Ensuring accessibility to contracting and subcontracting opportunities for disabled business owners and employees
    • Structuring of the supply chain selection process to ensure fairness (e.g. anti-corruption) and encourages participation by a diverse range of businesses, including with regard to new businesses, entrepreneurs, start-ups, SMEs, VCSEs and mutual
    • Understanding of local demographics, needs and opportunities for the co-design of the goods, services and works to be delivered under the contract
    • Methods for engaging with different parts of the community (including the education system and charities representing the community) and how communities come together to inform decisions, strategy and projects to leave a positive legacy for future generations
    • Measures to involve local stakeholders and/or users in design (e.g. in the design of services, systems, products or buildings)
    • Plans for positive actions with community groups.
    • Measures for making facilities used in the delivery of the contract available for community groups, education or training
    • Measures to engage users and communities and build relationships to increase community integration build trust and influence how the contract is delivered
    • Plans to respond flexibly and adapt approaches to community engagement and initiatives
    • Support for community-led initiatives relevant to the contract. Illustrative examples: improving transport links; reducing loneliness; helping with English language proficiency; and facilitating social mixing among people with different backgrounds
    • Collaborating with anchor institutions and community groups to make facilities available for education, training or community events

  • Mission: Make Britain a clean energy superpower: To cut bills, create jobs and deliver security with cheaper, zero-carbon electricity by 2030, accelerating to net zero

    Policy Outcome 4: Sustainable procurement practices: Reducing carbon footprints, minimising waste, and promoting the use of clean energy and green technologies.

    • Understanding of opportunities for additional environmental benefits delivery in the performance of the contract, including working towards net zero carbon emissions and use of clean energy and green technologies
    • Collaborative ways of working with the supply chain to deliver additional environmental benefits in the performance of the contract, including working towards net zero carbon emissions and use of clean energy and green technologies
    • Delivery of additional environmental benefits through the performance of the contract, including working towards net zero carbon emissions and use of clean energy and green technologies
    • Understanding of how to influence staff, suppliers, customers, communities and/or any other appropriate stakeholders through the delivery of the contract to support climate and nature protection and improvement
    • Activities to reconnect people with the environment and increase awareness of ways to protect and enhance it

  • Mission: Break down barriers to opportunity: By reforming our childcare and education systems, to make sure there is no class ceiling on the ambitions of young people in Britain

    Policy Outcome 6: Employment and training: For those who face barriers to employment

    • Understanding of the issues affecting the representation of disabled people in the workforce in the market, industry or sector relevant to the contract, and in the supplier’s own organisation and those of its key sub-contractors
    • Collection of the views and expertise of disabled people and their representative organisations on successfully supporting disabled employees or applicants
    • Inclusive and accessible recruitment practices, and retention-focused activities, including those provided in the Guide for line managers on recruiting, managing and developing people with a disability or health condition
    • Offering a range of quality opportunities with routes of progression if appropriate, e.g. T Level industry placements, students supported into higher level apprenticeships.
    • Working conditions which promote an inclusive working environment and promote retention and progression
    • Other measures to provide equality of opportunity for disabled people and those with health conditions into employment, including becoming a Disability Confident employer and inclusion of supported businesses in the contract supply chain
    • Understanding of the issues affecting inequality in employment, skills and pay in the market, industry or sector relevant to the contract, and in the supplier’s own organisation and those of its key sub-contractors. Measures to tackle inequality in employment, skills and pay in the contract workforce
    • Inclusive and accessible development practices, including guidance for line managers on recruiting, managing and developing people with a disability or health condition

  • Mission: Break down barriers to opportunity: By reforming our childcare and education systems, to make sure there is no class ceiling on the ambitions of young people in Britain

    Policy Outcome 7: Creating a pipeline of opportunities: For the contract workforce, reducing barriers to entry for under-represented groups.

    • Understanding of the issues affecting the development of new skills by target cohort
    • Understanding of the underlying factors affecting improvements to reduce barriers to entry and training schemes for the target cohort(s) related to the contract workforce
    • Other measures to offer development opportunities for the target cohort(s) in the contract workforce
    • Advertising, promotional and outreach activities designed to raise awareness of the offer to reach the target cohort
    • Understanding of issues relating to entering the contract workforce
    • Creation of outreach activities to create a pipeline of employees for the future contract delivery
    • Content of the outreach activity is designed to suit the target cohort
    • Advertising, promotional and outreach activities designed to raise awareness of the offer to reach the target cohort

  • Mission: Build an NHS fit for the future: That is there when people need it; with fewer lives lost to the biggest killers; in a fairer Britain, where everyone lives well for longer.

    Policy Outcome 8: Increasing productivity through physical and mental wellbeing: In the supply chain and communities in the relevant area.

    • Actions to invest in the physical and mental health and wellbeing of the contract workforce

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-solutions-uk@bs.nttdata.com. Tell them what format you need. It will help if you say what assistive technology you use.