DOLPHIN IT SOLUTIONS (UK) LTD

Document Management

A cloud-hosted SaaS document management solution built with flexible workflow and process management. This solution allows government organisations to securely manage and control documents through a browser-based interface. Our solution allows for configurable approval processes, version control, access controls, audit logging, and document lifecycle management to improve efficiency and compliance.

Features

• Centralised document storage and indexing
• Workflows can be configured to suit the organisation
• Role-based access and permissions
• Automated document version control
• Secure document approvals and sign-off
• Audit trails and activity logging
• Integration with Microsoft 365 including SharePoint, OneDrive, Exchange
• Integration with Google Workspace
• Cloud-hosted, browser-based access
• Configurable retention and disposal rules

Benefits

• Faster document approvals and processing
• Improved compliance and governance
• Reduced manual handling and errors
• Enhanced visibility of document status
• Secure access from any location
• Consistent processes across teams
• Scales easily as needs grow
• Better control over sensitive information
• Document templating speeds up document creation

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

Framework

G-Cloud 15

Service ID

921417570531476

Contact

Andy Taylor
020 3695 2848
admin@consultdolphin.com

About your service

• Service categories:

  Applications

  Content workflow and management

  • Document

  Content services

  • Enterprise Content Management Applications
  • Content Sharing and Collaboration Applications
• Multi cloud support: Yes

Service scope

• Software add-on or extension: No
• Cloud deployment model:
  • Public cloud
  • Private cloud
  • Community cloud
• Service constraints: Occasional planned maintenance may require brief service downtime outside standard working hours.
• System requirements: Software licence payable upfront for the full term

User support

• Email or online ticketing support: Yes
• Support response times: Our standard SLA for initial response ranges from 4 hours for low-priority tickets, down to 30 minutes for urgent tickets. This applies during our support hours which are 7am - 7pm UK time. We can accommodate different hours / weekends.
• User can manage status and priority of support tickets: Yes
• Online ticketing support accessibility: None or don’t know
• 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: Platform support is included at no additional cost, covering system availability and the resolution of platform-related incidents during our standard support hours of 7am to 7pm UK time. Complimentary go-live support and user training are also provided as part of the standard service.; ; Ongoing technical support and light process development or changes are included, such as workflow updates and integrations with up to two external systems. Many Microsoft 365 services are supported out of the box, and are excluded from the integration limit.; ; Enhanced support is available for customers who require extended support hours or prioritised response times. Where support is required outside of our standard support hours and we are on call, a charge of £120 per hour will apply; the same hourly rate applies to support requests requiring prioritised response times.; ; Bespoke development or expansion of the system with additional business processes is provided as consultancy services, and is charged at a rate of £900 per day.; ; A dedicated Technical Account Manager will be assigned to your organisation regardless of support plan.
• Support available to third parties: Yes

Onboarding and offboarding

• Getting started: Users will be supported through a structured go-live process, including initial setup assistance and user training. Training is typically delivered remotely, but can be delivered in person. User guides and supporting documentation can be provided on our helpdesk portal's knowledge base.
• Service documentation: No
• End-of-contract data extraction: At the end of the contract, customers can request an export of their data. Data is provided as a database file, containing all customer data held within the service.; ; As the export is a system database, it is not intended to be user-friendly and may require technical expertise to interpret or import into another system. Support can be provided on request to assist with the extraction process.
• End-of-contract process: At the end of the contract, or on customer request, access to the service is withdrawn and the service is shut down in a controlled manner.; ; As part of the contract price, customers can request a copy of their data, which is provided as a database file at no additional cost. This export contains all customer data held within the service at the point of contract termination.; ; Assistance with interpreting or transforming the exported database, or supporting migration to another system is not included in the contract price and may be provided as an additional, chargeable service on request. Any additional costs would be agreed with the customer in advance.

Using the service

• Web browser interface: Yes
• Supported browsers:
  • Microsoft Edge
  • Firefox
  • Chrome
  • Safari
  • Opera
• Application to install: No
• Designed for use on mobile devices: Yes
• Differences between the mobile and desktop service: The service is accessible through a mobile web browser and a dedicated mobile application for Android and iOS. The mobile web experience is optimised for smaller screens and touch interaction.
• Service interface: No
• User support accessibility: WCAG 2.2 AA
• API: Yes
• What users can and can't do using the API: A REST-based API interface is provided to allow external systems to integrate with the system. The API allows applications to perform CRUD operations and trigger workflow actions in line with configured permissions.; Service setup and configuration via the API is limited to supported endpoints and follows the same access controls as the user interface.
• API documentation: Yes
• API documentation formats: HTML
• API sandbox or test environment: Yes
• Customisation available: Yes
• Description of customisation: Administrators can create themes to customise the application, and designated administrators can customise reports and dashboards across the application.; Customisation and workflow configuration are delivered as part of the service. Authorised users can request changes to workflows and forms, which are implemented and managed through the service support process.; Light training can be provided following go-live to support customers in managing day-to-day use of the application

Scaling

• Independence of resources: The service uses dedicated resources for each customer. This ensures that workloads are isolated and not impacted by the demand generated by other users of the service.

Analytics

• Service usage metrics: No

Resellers

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

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: Managed by a third party
• 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 CSA CCM v4.0
  • Physical access control, complying with SSAE-18 / ISAE 3402
  • Encryption of all physical media
  • Scale, obfuscating techniques, or data storage sharding
• 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 Erasure
  • Explicit overwriting of storage before reallocation / Secure Erase
  • Physical Destruction / Hardware containing data is completely destroyed

Data importing and exporting

• Data export approach: Users can export their data from the application using built-in platform features. Data can be exported via the user interface or through APIs and accessed programmatically for integration or reuse outside the service.
• Data export formats:
  • CSV
  • Other
• Other data export formats:
  • XLS
  • XLSX
  • DOCX
  • PDF
• Data import formats:
  • CSV
  • Other
• Other data import formats:
  • XLS
  • XLSX

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: The service is designed for high availability and is hosted on Microsoft Azure, using resilient, multi-tenant cloud infrastructure. The solution may be deployed in either a community cloud or public cloud environment.; While the underlying Microsoft Azure platform includes its own availability commitments, no financially backed availability SLA is offered to customers for this service. Availability is therefore provided on a best-efforts basis.; Service availability is monitored using platform and application-level monitoring. Incidents are investigated and resolved in line with internal operational procedures, with a focus on timely service restoration and prevention of recurrence.
• Approach to resilience: The service runs on managed Microsoft Azure services and is designed to be resilient by default. It uses Azure’s built in redundancy, with core compaonents spread across Microsoft Azure datacentres to reduce the risk of single points of failure.; ; Resilience is further strengthened using Azure Application Gateway, Web Application Firewall, network firewalls, and logical tenant isolation. These controls help limit the impact of infrastructure faults and security incidents, and prevent issues affecting one tenant from impacting others.; ; Where possible, the service uses stateless application components, allowing failed components to be restarted or replaced quickly. Data is stored using Azure-managed storage services that include built-in redundancy and automated failover.; ; Service health and availability are monitored continuously at both platform and application level. Any incidents are investigated and resolved in line with internal operational procedures, with a focus on restoring service quickly and reducing the likelihood of repeat issues.
• Outage reporting: For public cloud deployments, automated health checks run every few minutes and alert our engineers if an issue is detected. Customers can choose to opt in to email alerts and will be notified of service-impacting incidents and significant updates where relevant.; ; There is currently no public outage reporting dashboard for community cloud deployments. A public service status dashboard is planned and will be made available in the future.; ; Regardless of the deployment model, the service is hosted on Microsoft Azure. Customers can refer to the Microsoft Azure public status page for information on the availability of underlying Azure services. This page is operated by Microsoft and provides platform-level status information rather than service-specific incident reporting

Identity and authentication

• User authentication needed: Yes
• User authentication:
  • Multi-Factor Authentication (MFA)
  • Identity federation with existing provider (for example Google Apps)
  • Username or password
  • Other
• Other user authentication: Users can authenticate using on-premises Windows Active Directory, Microsoft Entra ID, and many other OIDC providers.
• Access restrictions in management interfaces and support channels: Access to management interfaces and support channels is restricted using role-based access controls and the principle of least privilege. Only authorised personnel are granted access, based on job role and operational need.; ; Administrative access is protected using strong authentication mechanisms, and access rights are reviewed regularly. Changes to access permissions are logged and subject to management approval.; ; Support channels are restricted to authenticated users, and any access to customer environments for support purposes is controlled and logged.; ; Access controls are reviewed and tested regularly in line with the requirements and practices defined by ISO 27001.
• Access restriction testing frequency: At least every 6 months
• Management access authentication:
  • Multi-Factor Authentication (MFA)
  • Identity federation with existing provider (for example Google Apps)
  • 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: Between 6 months and 12 months

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: The service operates under our documented Data & Information Security Policy that defines how data is stored, protected, accessed, and managed within Dolphin IT Solutions. Overall responsibility for information security sits with the company director, who acts as Data Protection Officer and is accountable for policy ownership and review.; Policies are supported by defined processes including access controls, encryption, incident and breach reporting, disaster recovery planning, and regular security reviews. Compliance is maintained through staff training, security awareness activities, periodic audits, and adherence to UK data protection legislation and recognised cyber security standards
• Software Security Code of Practice: Yes

Operational security

• Configuration and change management standard: Supplier-defined controls
• Configuration and change management approach: Whilst changes to the core application are provided by the application vendor, any major configuration changes made by us are reviewed through our Change Action Board. Proposed changes are discussed and assessed for impact and potential security issues before approval and implementation.
• Vulnerability management type: Supplier-defined controls
• Vulnerability management approach: The service uses an ongoing vulnerability management process to identify security issues and release patches.; ; Potential threats are identified through monitoring public vulnerability disclosures such as CVE databases and issues reported by customers. Identified vulnerabilities are assessed based on severity and potential impact.; ; Confirmed vulnerabilities are prioritised for remediation, with critical and high-severity issues addressed first. Fixes are delivered through controlled software updates and documented publicly. There is no fixed patch deployment SLA, but vulnerabilities are resolved as quickly as practicable.; ; The application vendor maintains a public list of known vulnerabilities, providing transparency on identified issues and resolution.
• Protective monitoring type: Supplier-defined controls
• Protective monitoring approach: For community cloud deployments, a Security Operations Centre (SOC) monitors security events and alerts to identify potential compromises, including suspicious behaviour or access patterns.; ; When a potential compromise is identified, incidents are triaged and escalated according to incident response procedures. Appropriate containment and remediation is taken, with a focus on minimising impact and preventing recurrence.; ; For public cloud deployments, protective monitoring is performed using platform and application-level monitoring, including automated alerts from Microsoft Azure services and application health checks. Alerts are reviewed by engineers to identify and respond to potential incidents.; ; Incidents are responded to as soon as they're detected.
• Incident management type: Complies with a recognised standard, for example, CSA CCM v4.0 or ISO/IEC 27035:2011 or SSAE-18 / ISAE 3402
• Incident management approach: We have an incident management process which captures full incident details and affected users. We maintain predefined playbooks for common events such as phishing and ransomware, ensuring a consistent and efficient incident response. Users can report incidents via our helpdesk portal. Technicians follow documented steps to triage the incident, and escalate when required. A post-incident review document will be produced, containing an executive summary and the steps taken to remediate the issue, as well as what will be done to prevent the incident in the future.
• Post-quantum cryptography secure: Yes

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: No

Pricing

• Discount for educational organisations: Yes
• Free trial available: Yes
• Description of free trial: The trial lasts up to 30 days, and extension is at the discretion of WEBCON BPS. For public cloud hosting model, hosting charges will apply.

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

• Less than £250,000: 5%
• Between £250,000 and £500,000: 10%
• Between £500,001 and £1,000,000: 12%
• Between £1,000,001 and £2,500,000: 15%
• Between £2,500,001 and £5,000,000: 17%
• Over £5,000,001: 20%

Non-mandatory Standards and certifications

• ISO/IEC 27001 certification: Yes
• Who accredited the ISO/IEC 27001: IMSM
• ISO/IEC 27001 accreditation date: Friday 1 May 2026
• What the ISO/IEC 27001 doesn’t cover: N/A
• ISO 28000:2022 certification: No
• ISO 9001 certification: Yes
• Who accredited the ISO 9001 certification: IMSM
• ISO 9001 accreditation date: Friday 31 January 2025
• What the ISO 9001 doesn’t cover: N/A
• Quality management systems (QMS): Yes
• CSA STAR certification: No
• PCI certification: No
• Cyber essentials: Yes
• Please provide your Cyber Essentials Certificate Number: D0cf7935-eef9-481c-a397-af293d071d49
• Cyber essentials plus: Yes
• Please provide your Cyber Essentials Plus Certificate Number: F0c2fde3-0bf4-4c3a-a3c8-38b52fd50e4c
• Other security certifications: Yes
• Any other security certifications: ICO Tier 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
    • Ensuring new workers are informed of their right to join a trade union
    • Monitoring of employee engagement rates (by protected characteristic) and, where necessary, the development of actions to ensure all voices are heard across the diversity of the workforce
    • 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
    • Understanding of in-work progression issues affecting the market, industry or sector relevant to the contract, and in the supplier’s own organisation and those of its key sub-contractors
    • 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 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
    • Delivery of apprenticeships, supported internships and T Level industry placement opportunities (Level 2, 3 and 4+) in relation 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 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 that demonstrate a collaborative way to work with a diverse range of businesses as part of the supply chain
    • 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

  • 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 employment and skills issues, and of the skills and employment shortages of high growth sectors relating to the contract
    • Delivery of training schemes and programmes to address any identified skills gaps and under-representation in the workforce for the contract (e.g. prison leavers, care leavers, kinship carers, disabled people)
    • 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
    • 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
    • Introducing transparency to pay and reward processes
    • 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
    • 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
    • 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

  • 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.

    • Understanding of issues relating to health and wellbeing, including physical and mental health, in the contract workforce
    • Understanding barriers to access to health and social care services or employment opportunities e.g. digital inclusion
    • Inclusive and accessible recruitment practices, development practices and retention policies that support-focused activities including those provided in the Guide for line managers on recruiting, managing and developing which support people with a disability or health condition
    • 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 admin@consultdolphin.com. Tell them what format you need. It will help if you say what assistive technology you use.