Anexsys Ltd

Entity

Entity is an electronic document bundling and trial preparation review system that supports you through arbitration or trial and hearing preparation for civil, criminal, regulatory, investigative and eDiscovery matters. Our platform workflows streamline bundle creation and ensure that you can serve your court bundles in electronic and hardcopy formats.

Features

  • Intuitive document bundling interface
  • Annotate documents with comments, replies and highlights
  • Supports a wide range of document endorsement, stamping, and pagination
  • Automatic workflows to remove duplicates from bundles
  • Automatic witness statement hyperlinking and manually within the platform
  • Automatic PDF creation from native files
  • Secure electronic trial presentation and offline bundle builds
  • Customisable security options, secure access and auditable log of actions
  • Flexible and customisable workflows and integrations to support review needs
  • Real time transcription and electronic presentation delivered through third parties

Benefits

  • Deduplication features to ensure bundles are as streamlined as possible
  • Easy digitisation of documents using in-house printing and scanning teams
  • Expert advice on document processing and data reduction techniques
  • Access to digital forensic experts (data collection to witness reporting)
  • Access to bespoke legal-tech solutions from our in-house software team
  • Practical training aimed at ensuring user self sufficiency
  • Service underpinned by UK-based team of security-cleared consultants and developers
  • All case materials securely stored centrally and segregated through permissions
  • Real time collaboration across remote teams
  • Reduce time lost on trial preparations and in hearings

Pricing

£75 a licence a month

Service documents

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 rob.crowley@anexsys.com. Tell them what format you need. It will help if you say what assistive technology you use.

Framework

G-Cloud 12

Service ID

1 0 8 9 5 7 2 8 7 6 9 6 6 7 7

Contact

Anexsys Ltd Rob Crowley
Telephone: 020 3217 0300
Email: rob.crowley@anexsys.com

Service scope

Software add-on or extension
No
Cloud deployment model
Public cloud
Service constraints
None
System requirements
Any modern browser

User support

Email or online ticketing support
Email or online ticketing
Support response times
Support/office hours - Monday - Friday - 08:30 to 18:30. Ticketing facility to log support requests - Available 24/7. Outside office hours we will provide an initial response to support requests within three hours. During your trials and inquiries we will respond within 30 minutes. Enhanced support hours - weekend, bank holidays - by prior arrangement.
User can manage status and priority of support tickets
No
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
Our team will support your project from the first stages of scoping and data collection, continuing through the processing, review and the production stages. Our full onboarding process ensures we understand your review needs from the outset. You will have direct access to our security-cleared technical project managers, who all have extensive experience and are supported by a large technical team. Our support team can assist with more complex tasks such as creating layouts, search term reports, applying analytics functionality, and creating productions. With more complex work, your approval is sought for any additional costs associated with those tasks.
Support available to third parties
Yes

Onboarding and offboarding

Getting started
Our onboarding process starts with a kick-off meeting where we agree the ordering/engagement process, key contacts, timelines, design templates and workflows, define security arrangements and agree milestones. We also analyse existing skills within your team and determine what levels of training will be required. Online or face to face training is then arranged accordingly using dummy data. All training is supported by user guide documentation. Each case will also have its own engagement process. With any new case, a scoping call will be required to determine data sources, sizes, whereabouts, and requirements specific to the case, such as de-duplication and search criteria. Previously agreed bespoke templates will be used to set up the new workspace, applying case-specific adjustments as required. Further training on the specific workspace is also given at this stage so reviewers are introduced to their case-specific data and workflows.
Service documentation
Yes
Documentation formats
  • HTML
  • PDF
End-of-contract data extraction
We offer various closure options. We can export the entire database including all the files. This export is provided on an encrypted hard drive and data can be restored in the future if required. We can export the documents with agreed metadata. With this option, a single export is provided on an encrypted hard drive. Finally, we can delete all Entity data. We also have options for the source data that was originally supplied to us for processing. This source data can be stored for an agreed period, copied and returned, or deleted from our systems. We will only delete the data from our servers once you have confirmed you can access your archive. We use forensically sound deletion processes, so rendering data irretrievable.
End-of-contract process
Deleting data is carried out free of charge. We do not charge for returning physical evidence within the UK. Quotes for restoring cases from a full Entity archive are provided on a case by case basis. Our case closure letter outlines upfront the associated costs for each option and options are priced on a sliding scale, depending on case size. Once archive instructions have been actioned, project data is deleted from our systems and a certificate of destruction is issued.

Using the service

Web browser interface
Yes
Supported browsers
  • Internet Explorer 11
  • Firefox
  • Chrome
  • Safari 9+
Application to install
No
Designed for use on mobile devices
Yes
Differences between the mobile and desktop service
Entity is built with a mobile-first ethos, ensuring a consistent, rich experience across mobile, tablet and desktop. There are no feature differences between accessing the application via a mobile vs a desktop web browser. Switching between device types is intuitive and easy.
Service interface
Yes
Description of service interface
Entity’s user interface has been designed with simplicity in mind, resulting in an experience where lawyers can jump right into the product with no training. It includes a best-in-class viewer that provides the performance modern web users expect., along with a host of in-built features. Our viewer supports a range of annotations from page level notation to highlights and hand written notes. The interface is as intuitive as Magnum and TMX, with easy-to-use document viewing and coding panels, together with simple drag-and-drop moving of documents and the ability to quickly endorse entire bundles of documents at once.
Accessibility standards
WCAG 2.1 A
Accessibility testing
Platform features are validated against a checklist for accessibility standards with the intention of providing a responsive interface for impaired users and smaller screens whilst maintaining convenience for larger screens. Text-to-speech is provided to allow for audio playback of textual content.
API
Yes
What users can and can't do using the API
The platform can be fully controlled via the API and access is supported by our in-house development team. We also create custom solutions that integrate into the platform. We have developed a number of API integrations which form part of our standard offering. These include connections into translation frameworks within AWS, and connections into Relativity and RelativityOne, the leading document review platform to support document ingestion for trial bundle creation.
API documentation
Yes
API documentation formats
  • HTML
  • Other
API sandbox or test environment
Yes
Customisation available
Yes
Description of customisation
Entity is provided with our standard and trusted configuration and workflow. Many aspects of the tool and workflow can be customised. During the onboarding process, we work with you to determine what "standard" configurations we would recommend for your bundle creation workflow. Thereafter, you have the ability to alter and update these in any way you require, in response to process changes or specific trial requirements.

Scaling

Independence of resources
Entity is designed to utilise the cloud and as such is able to offer great elasticity and burstable capacity. Each project runs on its own scalable infrastructure ensuring that we can keep up with performance during peak times by scaling the hardware in real time. The software is built to deal with thousands of users without seeing a drop in performance. Entity is built on the AWS cloud which benefits from elasticity, scalability and security, giving our clients significant efficiency and performance advantages over on-premise solutions.

Analytics

Service usage metrics
Yes
Metrics types
Clients have access to standard reports which can cover a range of key features in the trial bundle including document counts and page count per bundle. These are also configurable and a user can interact with them to identify documents in the trial space. In addition to this we are able to create customised reports to meet all requirements. These can then be presented both graphically and numerically through dashboards. Our experts can also write bespoke scripts to gather information and present it in a user-friendly fashion via alerts and dashboards.
Reporting types
  • Regular reports
  • Reports on request

Resellers

Supplier type
Not a reseller

Staff security

Staff security clearance
Conforms to BS7858:2012
Government security clearance
Up to Developed Vetting (DV)

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 3.0)
Penetration testing frequency
At least once a year
Penetration testing approach
‘IT Health Check’ performed by a Tigerscheme qualified provider or a CREST-approved service provider
Protecting data at rest
  • Physical access control, complying with CSA CCM v3.0
  • Physical access control, complying with another standard
  • Encryption of all physical media
Data sanitisation process
Yes
Data sanitisation type
Explicit overwriting of storage before reallocation
Equipment disposal approach
Complying with a recognised standard, for example CSA CCM v.30, CAS (Sanitisation) or ISO/IEC 27001

Data importing and exporting

Data export approach
You can bundle exports for PDF distribution yourself, or request that we do this on your behalf with the additional option of production of professionally-printed hard copies to support trial activities. Within the tool for each document downloading and printing of documents is tightly controlled by user permissions, and explicit permission by case managers is sought before enabling this functionality. Standard large data exports are completed by our team in accordance with your individual case requirements.
Data export formats
  • CSV
  • Other
Other data export formats
  • PDF
  • PDF - With or without endorsements
  • PDF - Meeting various court requirements
  • Concordance DAT file (standard legal export)
  • Natives
  • Text Files
  • Images
Data import formats
  • CSV
  • Other
Other data import formats
  • PDF files
  • Standard files typically found on a computer (eg. Word, Excel)
  • Concordance DAT file (Native, text and metadata files)
  • OPT file (Images)

Data-in-transit protection

Data protection between buyer and supplier networks
TLS (version 1.2 or above)
Data protection within supplier network
TLS (version 1.2 or above)

Availability and resilience

Guaranteed availability
The platform provides 99.95% availability outside of planned maintenance windows unless operating under a pre-arranged archival and restore model for specific data.
Each part of the platform operates independently to maximise availability for each unit.
Support hours (Mon-Fri) 08:30am-18:30pm following initial acknowledgment clients should expect a full response to queries within the following timescales: Low urgency – 4 business hours, Medium / routine urgency – 2 business hours, High urgency – 1 hour (24/7, not limited to business hours).
Approach to resilience
Entity is built on AWS for the most comprehensive compliance coverage including ISO 27001 and SOC 2 compliance.
All processes are monitored and restarted automatically, with all storage being highly available and appropriate distributed consensus is applied to minimise data loss.
Only highly-available load balancers are accessible from the internet with specific access controls limiting traffic into the private networks where all activity occurs. These load balancers are themselves behind a comprehensive firewall (AWS WAF) with maximally-restrictive rules. AWS continually maintains the various rules to minimise any intrusion.
The private networks are geographically separate such that the loss of, or access to, a data centre results in minimal degradation of service and triggers usage of more capacity in the unaffected location.
Outage reporting
System health check failures are reported automatically to first line support. Anything that does not recover automatically is escalated to our own infrastructure team who in turn will email clients with the details and expected duration. Traffic light status available online.

Identity and authentication

User authentication needed
Yes
User authentication
  • 2-factor authentication
  • Username or password
Access restrictions in management interfaces and support channels
User access is configured to match the job roles of employees and clients. Permissions are highly granular and flexible. Permissions can control which databases and data can be accessed, which functions of the application can be used, and access to the administrator interface.
Access restriction testing frequency
At least every 6 months
Management access authentication
  • 2-factor authentication
  • Username or password

Audit information for users

Access to user activity audit information
You control when users can access audit information
How long user audit data is stored for
User-defined
Access to supplier activity audit information
You control when users can access audit information
How long supplier audit data is stored for
User-defined
How long system logs are stored for
User-defined

Standards and certifications

ISO/IEC 27001 certification
Yes
Who accredited the ISO/IEC 27001
ACM-CCAS
ISO/IEC 27001 accreditation date
7th April 2017
What the ISO/IEC 27001 doesn’t cover
All of our services are covered by our accreditation
ISO 28000:2007 certification
No
CSA STAR certification
No
PCI certification
No
Other security certifications
Yes
Any other security certifications
Cyber Essentials

Security governance

Named board-level person responsible for service security
Yes
Security governance certified
Yes
Security governance standards
  • ISO/IEC 27001
  • Other
Other security governance standards
Cyber Essentials
Information security policies and processes
Complying with ISO standards ensures that we are committed to meeting your needs together with protecting our information and your data. This is a mechanism for us to show that we are continually improving and learning by completing regular internal and external audits of our quality and information security management systems.

Operational security

Configuration and change management standard
Supplier-defined controls
Configuration and change management approach
Changes to operational software, system upgrades, application module upgrades, vendor-supplied software, product enhancements and patches are controlled through our change management procedure detailed in our Information Security Management System. Any changes are requested through a ticketing system with full details and risk assessment for approval. The approval of a member of our management team is required if there is a possible alteration to any security controls, a financial cost or where a third party approval is required. Once approved the infrastructure team follows a specific implementation procedure which includes planning, testing, taking backups and version control.
Vulnerability management type
Supplier-defined controls
Vulnerability management approach
The application is developed to fully support containerisation, each feature of the software is running in its own runtime and all images of this software are scanned on creation. Regular maintenance is conducted on the platform to apply OS and application patches.
Protective monitoring type
Supplier-defined controls
Protective monitoring approach
We use a custom monitoring solution within the AWS platform. User activity is logged, and audit logs are retained even if the user is disabled from the system.
Incident management type
Supplier-defined controls
Incident management approach
In the event of a verified information security incident, we will inform you at the earliest possible opportunity. From that point on, all communication will be handled by the Incident Manager. We will provide a substantive update (e.g. nature of the incident, and affected data) within 24 hours, and updates every 24 hours thereafter until the incident is resolved.

Secure development

Approach to secure software development best practice
Independent review of processes (for example CESG CPA Build Standard, ISO/IEC 27034, ISO/IEC 27001 or CSA CCM v3.0)

Public sector networks

Connection to public sector networks
No

Pricing

Price
£75 a licence a month
Discount for educational organisations
No
Free trial available
No

Service documents

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 rob.crowley@anexsys.com. Tell them what format you need. It will help if you say what assistive technology you use.