INTELLIGENT DECISIONING LTD

Digital Asset Manager

The Digital Asset Manager service securely stores, organises, and shares digital files, enabling easy access, version control, and collaboration across teams. It streamlines asset management, supports metadata tagging, and integrates with Microsoft 365 for efficient retrieval and governance of documents, images, and media assets.

Features

• Centralised repository for secure storage of all digital assets.
• Real-time version control to prevent duplication and maintain accuracy.
• Role-based access permissions for secure collaboration across teams
• Advanced metadata tagging for quick and precise asset retrieval
• Responsive web interface optimized for desktop and mobile devices
• Integration with Microsoft 365 for seamless document and media management
• Bulk upload and download capabilities for efficient asset handling.
• Audit trail logging for compliance and governance reporting requirements
• Search with filters and keywords for rapid asset discovery
• Export options in multiple formats for flexible content distribution.

Benefits

• Quickly locate digital assets using advanced search and metadata tags.
• Streamline collaboration by sharing files securely across multiple teams
• Reduce duplication with real-time version control and asset tracking.
• Access and manage assets remotely from any connected device.
• Accelerate workflows by enabling bulk upload and download operations
• Improve compliance through detailed audit trails and governance reporting
• Enhance productivity with intuitive dashboards and responsive web interface
• Integrate seamlessly with Microsoft 365 for unified content management
• Customise asset categories and permissions to fit organizational needs
• xport assets in multiple formats for flexible distribution and reuse.

• 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@id-live.com. Tell them what format you need. It will help if you say what assistive technology you use.

Framework

G-Cloud 15

Service ID

871852022459587

Contact

Tony Pounder
07967 320622
info@id-live.com

About the service

• Service categories:
  • Applications
    • Content workflow and management
      • Content services
        • Enterprise Content Management Applications
        • Content Sharing and Collaboration Applications
      • Capture
        • Capture
      • Document
        • Document
      • Persuasive content management
        • Digital Asset Management Applications
        • Product Content Management Applications
        • Content Marketing Applications
        • Video Platforms
        • Digital Adoption Platform
      • Media Services
        • Media Services
      • Creative
        • Creative
      • Enterprise portals and digital workspaces
        • Multi-Audience Portals
        • Integrated Employee Workspaces
• Multi cloud support: No

Service scope

• Software add-on or extension: Yes
• What software services is the service an extension to: Microsoft 365, Microsoft SharePoint Online and Microsoft Teams
• Cloud deployment model:
  • Public cloud
  • Private cloud
• Service constraints: The Digital Asset Manager requires a Microsoft 365 license and Power Platform environment. It supports modern browsers only and needs an active internet connection; offline access is unavailable. Performance depends on Dataverse capacity and API limits. Planned maintenance may cause short service interruptions, communicated in advance. Advanced customisations, third-party integrations, and extended support outside business hours may incur additional costs. Data residency follows Microsoft cloud regions, and high-volume environments may require premium capacity for optimal performance.
• System requirements:
  • Active Microsoft 365 subscription
  • Modern web browser: Microsoft Edge, Chrome, or Firefox supported
  • Azure Active Directory for authentication and role-based access control

User support

• Email or online ticketing support: Yes
• Support response times: UK office hours - 08:00 - 18:00 Low Priority Response Time: 4 hours Resolution Time: 30 days Medium Priority Usually applied to single-function errors; resolution within agreed timeframe (often under 15 days). High / Urgent Priority Major incidents or critical business impact; response within hours, resolution expedited (often same day or within 1–2 days)
• User can manage status and priority of support tickets: Yes
• Online ticketing support accessibility: WCAG 2.2 AAA
• Phone support: Yes
• Phone support availability: 9 to 5 (UK time), Monday to Friday
• Web chat support: Yes
• Web chat support availability: 9 to 5 (UK time), Monday to Friday
• AI chatbot: Yes
• Web chat support accessibility standard: WCAG 2.2 AAA
• Web chat accessibility testing: The service provider has carried out web chat testing
• Onsite support: Yes, at extra cost
• Support levels: Intelligent Decisioning provides retained consultancy and managed support services under a personalised SLA, with the costs being on a day rate basis of £900 per day. Support covers Incident Management, Problem Management, and Request Management, with unlimited ticket logging via a self-service portal and monthly usage reporting. Standard hours are Monday–Friday, 08:00–18:00 UTC, excluding holidays. Customers receive a dedicated principal contact and access to Microsoft 365 experts for SharePoint, Power Platform, and related technologies.
• Support available to third parties: Yes

Onboarding and offboarding

• Getting started: We provide a structured onboarding process to ensure users quickly adopt the Digital Asset Manager. Deployment includes configuration tailored to your environment and optional development of a custom uploader app for streamlined asset ingestion. To help users get started, we offer online or in-person training sessions covering both functional and technical aspects. These sessions demonstrate how to manage assets, apply metadata, and use advanced features like permissions and tagging. Technical teams receive a dedicated session on system architecture and integration points. Comprehensive user documentation and quick-start guides are provided for ongoing reference, and our support team remains available for post-deployment queries. This combination of hands-on training, documentation, and expert guidance ensures a smooth transition and empowers users to maximise the platform’s capabilities from day one.
• Service documentation: Yes
• Documentation formats:
  • HTML
  • PDF
• Documentation accessibility standard: WCAG 2.2 AA
• End-of-contract data extraction: At the end of the contract, users retain full control over their data. We provide secure export options to ensure compliance and continuity. All stored assets, metadata, and associated configurations can be extracted in standard formats such as CSV, XML, or JSON for easy migration. Users initiate the process through the administration portal or via API endpoints, ensuring flexibility for technical teams. For sensitive data, we follow strict protocols aligned with GDPR and Data Protection Act requirements, including encryption during transfer and confirmation of deletion post-export. If requested, we supply a written description of technical and organisational measures used during extraction. Our support team assists with planning and execution, and optional consultancy is available for complex migrations. No data is processed outside the agreed region without prior consent, and all transfers comply with regulatory standards. This approach guarantees that users can securely retrieve their information and transition to new systems without disruption.
• End-of-contract process: When the contract term concludes, services terminate unless an extension is agreed. A transition plan ensures smooth handover, including documentation, credentials, and data export. Users can securely extract all data in standard formats (CSV, Excel, PDF) via the administration portal or API. Data handling follows GDPR and ISO 27001-aligned processes, with encryption during transfer and confirmation of deletion post-export. Optional consultancy is available for complex migrations. ; ; Included in the Price; ; Full application access and standard configuration; Online training and user documentation; Routine updates and security patches; Standard business-hours support; Dataverse integration and role-based access control; Export options for data retrieval; Real-time dashboards and reporting tools; ; Additional Costs; ; Onsite training (optional); Custom development or bespoke features; Non-standard third-party integrations; Extended support outside business hours; Premium capacity for high-volume environments; Additional consultancy

Using the service

• Web browser interface: Yes
• Supported browsers:
  • Microsoft Edge
  • Firefox
  • Chrome
  • Safari
• Application to install: No
• Designed for use on mobile devices: Yes
• Differences between the mobile and desktop service: The service is fully responsive so the differences are down to the order in which the screen are displayed - the content is stacked for a mobile device
• Service interface: Yes
• Description of service interface: The service interface is designed for simplicity and flexibility. It provides a drag-and-drop configuration panel for building navigation menus without coding. Users can customise branding elements such as colours, fonts, and images, and apply role-based audience targeting for personalised experiences. The interface supports multi-column layouts, graphical tiles, and is fully mobile-responsive for hybrid work environments. Integrated analytics deliver real-time insights, while governance is maintained through role-based permissions. Administrators can manage settings remotely via Microsoft Teams workshops and access comprehensive online training and documentation for smooth onboarding.
• Accessibility standards: WCAG 2.2 AA
• Accessibility testing: Intelligent Decisioning conducts accessibility testing to ensure docCentrum meets WCAG 2.1 AA standards and PSBAR compliance. Testing includes user sessions with customers who have assistive technologies such as screen readers (JAWS, NVDA), keyboard-only navigation, and high-contrast modes. We validate that all interactive elements are operable without a mouse, content is perceivable, and navigation is logical for users relying on assistive tools. During UAT, selected participants tested workflows for mandatory reads, document search, and compliance tasks using screen readers and voice navigation. Issues identified—such as missing ARIA labels or inconsistent focus order—were remediated before release. Continuous improvement is embedded in our process, with periodic audits and feedback loops to maintain compatibility with evolving assistive technologies. This ensures inclusivity and usability for all users, regardless of ability.
• User support accessibility: WCAG 2.2 AA
• API: Yes
• What users can and can't do using the API: Set up the service:; Users can authenticate via secure credentials and configure integration headers and footers for message exchange. They can establish database connectivity and deploy API endpoints using standard frameworks like Microsoft Web API and HTTP protocols. ; Make changes through the API:; Users can create, update, and manage entities such as videos or images by invoking API operations. They can modify configurations, send structured requests, and retrieve responses using XML or JSON formats. ; Integrate with other systems:; The API supports integration with Microsoft Graph and third-party services via REST endpoints, enabling data exchange and automation across platforms
• API documentation: Yes
• API documentation formats:
  • Open API (also known as Swagger)
  • PDF
• API sandbox or test environment: Yes
• Customisation available: Yes
• Description of customisation: Metadata and Tagging: Users can define custom metadata fields and tagging schemes for assets, including importing tags at source level. ; Folder Structures and Permissions: Complex folder hierarchies can be created, and access levels can be customised with embargo options for sensitive content. ; Interface and Uploader App: The base deployment can be tailored to organisational needs, and a custom uploader app can be developed for streamlined asset ingestion. ; ; How Users Can Customise; ; Through configuration sessions during deployment, where admins adjust settings for metadata, folder structures, and security permissions. ; Using built-in tools for tagging, version control, and folder management within the DAM interface. ; By leveraging API integration for advanced workflows and automation with Microsoft 365 and Azure Active Directory. ; ; Who Can Customise; ; Administrators and Technical Teams: Responsible for initial setup, configuration, and advanced customisations like uploader app development. ; Content Managers: Can manage metadata, tagging, and folder structures within their permission scope.

Scaling

• Independence of resources: Intelligent Decisioning ensures consistent performance by leveraging Microsoft 365’s elastic cloud architecture and Azure App Services, which automatically scale resources under load. Workflows run independently within Power Platform environments, preventing contention between users. Metadata-driven caching and throttled background tasks maintain responsiveness, while API rate limits and telemetry via Application Insights enable proactive monitoring. These measures guarantee that high demand from some users does not impact others, preserving compliance and document access across the organisation.

Analytics

• Service usage metrics: Yes
• Metrics types: The Digital Asset Manager service provides key metrics to monitor usage and performance. Metrics include the number of assets, type of assets and and user activity logs. These metrics help organisations track adoption, identify bottlenecks, and maintain compliance with governance standards.
• Reporting types:
  • API access
  • Real-time dashboards
• Resource tagging: Yes
• FOCUS resource tagging: Yes

Supplier type

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

Staff security

• Staff security clearance: Other security clearance
• Government security clearance: Security Clearance (SC)

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: Never
• Protecting data at rest:
  • Physical access control, complying with CSA CCM v4.0
  • Physical access control, complying with SSAE-18 / ISAE 3402
  • Physical access control, complying with another standard
  • Encryption of all physical media
• Data sanitisation process: Yes
• Data sanitisation type:
  • Data Erasure
  • Physical Destruction / Hardware containing data is completely destroyed
• Equipment disposal approach: A third-party destruction service

Data importing and exporting

• Data export approach: Users can export all data from the Digital Asset Manager using Microsofts standard export tools, including Excel and CSV formats. Programmatic access is available through the SharePoint Web API for structured data retrieval. Comprehensive reports can also be generated in PDF or Excel formats for offline storage. Intelligent Decisioning provides guidance during offboarding to ensure complete and compliant data extraction
• Data export formats:
  • CSV
  • ODF
  • Other
• Other data export formats: JSON
• Data import formats:
  • CSV
  • ODF
  • Other
• Other data import formats: JSON

Data-in-transit protection

• Data protection between buyer and supplier networks:
  • Private network or public sector network
  • TLS (version 1.2 or above)
• Data protection within supplier network:
  • TLS (version 1.2 or above)
  • IPsec or TLS VPN gateway

Availability and resilience

• Guaranteed availability: Intelligent Decisioning guarantees high availability for Digital Asset Manager by leveraging Microsoft 365’s resilient cloud infrastructure. Our service targets 99.9% uptime, excluding scheduled maintenance and Microsoft platform outages. Availability is monitored continuously, and performance metrics are reported through the Admin Centre and Microsoft Service Health dashboards. Service Level Agreement (SLA): Availability Commitment: 99.9% monthly uptime. Scope: Includes access to Mercury Intranet features, workflows, and compliance tasks hosted within Microsoft 365. Exclusions: Planned maintenance windows and force majeure events. Refunds and Remedies: If availability falls below the guaranteed level, customers are eligible for service credits applied against future invoices. Credits are calculated proportionally to the downtime experienced and documented in the SLA terms. For retained consultancy packages, additional support time may be offered as compensation. Our approach combines Microsoft’s enterprise-grade redundancy with Intelligent Decisioning’s governance and monitoring, ensuring minimal disruption and transparent reporting for compliance and audit purposes.
• Approach to resilience: Digital Asset Manager is built on Microsoft SharePoint and Azure, leveraging enterprise-grade resilience and redundancy. The service uses Microsoft’s globally distributed datacentres, which operate in active-active configurations across multiple geographic regions. Each data-centre includes redundant power, cooling, and network connectivity, ensuring high availability even during component failures. Data is replicated across multiple physical locations within the same region to maintain durability and continuity. SharePoint Online and Dataverse provide built-in replication and disaster recovery capabilities. Intelligent Decisioning applies governance and monitoring through Microsoft Service Health and Application Insights, enabling proactive detection and mitigation of issues. In the event of a regional outage, Microsoft’s failover mechanisms ensure continuity without user intervention. Combined with our SLA commitment of 99.9% uptime, this architecture guarantees resilience, scalability, and compliance for critical document control and governance processes.
• Outage reporting: Digital Asset Manager reports outages through multiple channels to ensure transparency and timely communication. Service health is primarily monitored via Microsoft 365 Service Health Dashboard, which is publicly accessible to administrators through the Microsoft 365 admin centre. This dashboard provides real-time status updates, incident details, and resolution progress for all underlying Microsoft services, including SharePoint Online, Dataverse, and Azure components. For automation and integration, Microsoft offers a Service Communications API, enabling programmatic access to health data for custom dashboards or alerting systems. Intelligent Decisioning can configure this API for clients requiring automated notifications. Additionally, email alerts are sent to designated administrators when incidents occur, including outage details and estimated resolution times. Optional Teams notifications can also be configured for rapid internal communication. Combined, these mechanisms ensure customers are informed promptly and can take appropriate action during service disruptions.

Identity and authentication

• User authentication needed: Yes
• User authentication:
  • Multi-Factor Authentication (MFA)
  • Public key authentication (including by TLS client certificate)
  • Identity federation with existing provider (for example Google Apps)
  • Username or password
• Access restrictions in management interfaces and support channels: Intelligent Decisioning complies with ISO 27001. We enforce strict access controls across all management interfaces and support channels. Administrative access requires Multi-Factor Authentication (MFA), Conditional Access policies, and IP-based restrictions. Role-Based Access Control (RBAC) ensures least-privilege permissions, supported by dynamic group membership for efficient user lifecycle management. All administrative actions and login attempts are logged and monitored for audit purposes. Support channels are secured through identity governance, data loss prevention, and sensitivity labels. Guest access requires explicit approval and is monitored via Microsoft Purview audit tools. These measures guarantee secure, compliant access and operational resilience.
• Access restriction testing frequency: At least once a year
• Management access authentication:
  • Multi-Factor Authentication (MFA)
  • Public key authentication (including by TLS client certificate)
  • 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
• Software Security Code of Practice: Yes
• Security governance certified: Yes
• Security governance standards: ISO/IEC 27001
• Information security policies and processes: Cyber Essentials

Operational security

• Configuration and change management standard: Complies with a recognised standard, for example CSA CCM v4.0 or SSAE-18 / ISAE 3402
• Configuration and change management approach: Intelligent Decisioning complies with ISO 27001, 9001 and the UK Government’s Cloud Security Principle 5: Operational Security. All changes follow a formal process using Azure DevOps, including risk assessment, approval, testing, and rollback plans. Emergency changes are reviewed post-implementation. Configuration baselines for Microsoft 365, Azure, and Windows are enforced via Intune and Defender. Segregation of duties, version control, and MFA prevent unauthorised changes. Compliance is maintained through audits, penetration testing, and annual reviews. Staff receive mandatory security training, and incidents trigger documented response procedures, ensuring resilience and transparency.
• Vulnerability management type: Supplier-defined controls
• Vulnerability management approach: Intelligent Decisioning operates an ISO 27001-aligned vulnerability management process. We assess threats through regular risk assessments, automated vulnerability scans, and secure code reviews. Critical patches are deployed immediately; standard updates follow monthly or quarterly cycles after testing and rollback planning. Threat intelligence is sourced from Microsoft security bulletins, OWASP alerts, and vendor advisories to ensure timely response. Compliance is maintained through documented procedures, audits, and continuous monitoring, guaranteeing resilience and alignment with UK Government security principles
• Protective monitoring type: Supplier-defined controls
• Protective monitoring approach: Intelligent Decisioning uses Microsoft Defender XDR and Azure Monitor for continuous monitoring, alerting on anomalies and suspicious activity. Potential compromises are logged immediately and escalated under our ISO 27001-aligned Incident Response Policy. Critical incidents trigger immediate containment, eradication, and recovery actions, followed by root cause analysis and preventive measures. Response times are rapid—critical issues are addressed within hours, often starting mitigation within 60 minutes of detection. Regular audits, automated alerts, and documented procedures ensure resilience and compliance with UK Government security principles.
• Incident management type: Supplier-defined controls
• Post-quantum cryptography secure: No
• Incident management approach: Intelligent Decisioning operates an ISO 27001-certified Information Security Management System. Our incident management framework includes predefined processes for common events such as data breaches or service disruptions. All incidents are reported immediately by users via a standard template and escalated to the Information Security Manager for logging and response. Critical incidents trigger rapid containment and recovery actions, with SLAs ensuring urgent responses within 30 minutes. Formal incident reports, including root cause analysis and corrective actions, are provided internally and externally where required. Post-incident reviews and audits drive continuous improvement and maintain compliance with operational security principles.

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 v4.0)

Public sector networks

• Connection to public sector networks: Yes
• Connected networks:
  • Public Services Network (PSN)
  • Joint Academic Network (JANET)
  • Scottish Wide Area Network (SWAN)
  • Health and Social Care Network (HSCN)

Pricing

• Discount for educational organisations: Yes
• Free trial available: Yes
• Description of free trial: Includes all Digital Asset Manager features. Offered as a trial for up to six months.

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

• Less than £250,000: 2%
• Between £250,000 and £500,000: 3%
• Between £500,001 and £1,000,000: 4%
• Between £1,000,001 and £2,500,000: 5%
• Between £2,500,001 and £5,000,000: 6%
• Over £5,000,001: 10%

Standards and certifications

• ISO/IEC 27001 certification: Yes
• ISO/IEC 27001 accredited by: Citation ISO Certification
• ISO/IEC 27001 accreditation date: Friday 12 October 2018
• What the ISO/IEC 27001 doesn’t cover: The scope of the Management System applies to the following:-; THE PROVISION OF IT CONSULTANCY SERVICES AND DEVELOPMENT OF CUSTOM; SOFTWARE SOLUTIONS
• ISO 28000:2022 certification: No
• ISO 9001 certification: Yes
• ISO 9001 certification accredited by: Citation ISO Certification
• ISO 9001 accreditation date: Friday 9 July 2021
• What the ISO 9001 doesn’t cover: The scope of the Management System applies to the following:-; The provision of IT consultancyservices and development of custom software solutionS
• Quality management systems (QMS): Yes
• CSA STAR certification: No
• PCI certification: No
• Cyber essentials: Yes
• Cyber Essentials Certificate Number: 2B993ED0-97BA-43B0-BB95-93AA09B2158B
• Cyber essentials plus: No
• Cyber Essentials Alternative: You do not have a current and valid Cyber Essentials Plus certificate, or will not have in place within 12 months of the date of award but have an IASME certified equivalent.
• Other security certifications: No

Social value

• 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

  • Payment of more than the National Minimum Wage or National Living Wage (as appropriate) to the contract workforce
  • Volunteering opportunities for staff
  • 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

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@id-live.com. Tell them what format you need. It will help if you say what assistive technology you use.