PDMS Limited (Professional Data Management Services Limited)

DoxShare

DoxShare is a secure, online document management tool, helping organisations and networks to collaborate. Using DoxShare you can quickly exchange electronic files with colleagues, clients and partners, in a secure, controlled, auditable and accessible manner from desktop, laptop or mobile device. To find out more, visit https://www.doxshare.com.

Features

  • Mobile Access
  • Roles and permissions based security
  • Time-stamped audit trail and version control
  • Email notifications
  • RSS feeds - automatically publish public documents to other websites
  • Powerful search of metadata and within documents
  • Customisable
  • Regular back-ups for business continuity
  • Bulk document uploads and downloads
  • User off-boarding facility

Benefits

  • Collaborate efficiently
  • Reduce document management administration
  • Improve version control
  • Enhance security through guaranteed data location
  • Reduce risk by enhanced security features
  • Demonstrate compliance through audit and traceability features
  • Improve accessibility using readily available mobile apps
  • Enable business continuity
  • Update content on other websites automatically
  • Demonstrate quality management

Pricing

£300 to £2000 per instance per month

Service documents

G-Cloud 11

305469442506631

PDMS Limited (Professional Data Management Services Limited)

Joanne Pontee

+44 (0) 1624 664000

saasenquiries@pdms.com

Service scope

Service scope
Software add-on or extension No
Cloud deployment model Private cloud
Service constraints Upgrades are planned at quarterly intervals, whilst every effort is made to minimise disruption there may be occasions where the service is unavailable. Notifications of updates are published at least two weeks in advance of the planned date.
System requirements There are no specific system requirements

User support

User support
Email or online ticketing support Email or online ticketing
Support response times 09:00 to 17:30 Monday to Friday, excluding UK public holidays. (24/7 and public holidays can be agreed).
User can manage status and priority of support tickets Yes
Online ticketing support accessibility WCAG 2.1 A
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 availability
09:00 to 17:30 Monday to Friday, excluding UK public holidays. (24/7 and public holidays can be agreed).

A response to a support request can be expected to be received within 4 (four) Working Hours of the support call being raised. A resolution, or work-around, can, in most cases, be expected to be received within 7.5 (seven and a half) Working Hours of the support call being raised.

Further information is available within our Service Definition document.
Support available to third parties Yes

Onboarding and offboarding

Onboarding and offboarding
Getting started Support can be offered via any of the following methods:-
- Documentation (online)
- Skype/ Webinar
- Onsite training (additional cost)
Service documentation Yes
Documentation formats PDF
End-of-contract data extraction The system provides the user with a self-extract facility allowing the user to download data and delete the instance of DoxShare removing all data from the system and back-up regimes.

This functionality is only available to the user with system admin rights.
End-of-contract process The client can ‘self-serve’ their off-boarding requirements through the administration tab in DoxShare without any intervention from PDMS.
Using the self-serve ‘Off-board Data’ function creates and downloads a ZIP file containing:
a) the latest version of each of your documents, and;
b) an XML file for each document containing the meta-data associated
with it.
Assistance outside of the above or as described within our Service Definition document may attract an additional cost.

Using the service

Using the service
Web browser interface Yes
Supported browsers
  • Internet Explorer 9
  • Internet Explorer 10
  • Microsoft Edge
  • Chrome
  • Safari 9+
Application to install No
Designed for use on mobile devices Yes
Differences between the mobile and desktop service There are no functional differences between the desktop and mobile service. On smaller mobile devices the system can be accessed securely through the use of a 'WebDav' app.
API No
Customisation available Yes
Description of customisation Add Logo -
Choose pre defined colour scheme -
Add document types -

Customisation is normally undertaken by the users system administrator.

Scaling

Scaling
Independence of resources PDMS Software-as-a-Service is hosted on a highly resilient infrastructure using multiple storage, memory and processing units across multiple locales in multiple Data Centres on the Isle of Man – an architecture aimed at achieving extremely high availability. The Data Centres adhere to best practices described by the EU Code of Conduct for Data Centre Operations, and meet the Uptime Institute Tier Level 3 classification. PDMS holds ISO 27001:2013 Information Security Management System standard certification and Cyber Essentials.

Analytics

Analytics
Service usage metrics Yes
Metrics types The system stores compliance data in respect of the document history, versions, uploads, downloads and user interaction.
Reporting types Reports on request

Resellers

Resellers
Supplier type Not a reseller

Staff security

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

Asset protection

Asset protection
Knowledge of data storage and processing locations Yes
Data storage and processing locations Other locations
User control over data storage and processing locations No
Datacentre security standards Supplier-defined controls
Penetration testing frequency At least every 6 months
Penetration testing approach Another external penetration testing organisation
Protecting data at rest Other
Other data at rest protection approach Secure Tier 3 Data centres
Secure containers, racks or cages
Physical access control
Encryption of Physical media
Safe destruction of physical media
Data sanitisation process Yes
Data sanitisation type
  • Explicit overwriting of storage before reallocation
  • Deleted data can’t be directly accessed
Equipment disposal approach Complying with a recognised standard, for example CSA CCM v.30, CAS (Sanitisation) or ISO/IEC 27001

Data importing and exporting

Data importing and exporting
Data export approach At the end of the term of the contract users can 'off-board' data using the self-serve ‘Off-board Data’ function available to the system administrator, this functionality creates and downloads a ZIP file containing:
a) the latest version of each of your documents, and;
b) an XML file for each document containing the meta-data associated with it.
Data export formats Other
Other data export formats
  • XML
  • PDF
Data import formats
  • CSV
  • Other
Other data import formats
  • PDF
  • Microsoft document format
  • Various image formats

Data-in-transit protection

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

Availability and resilience
Guaranteed availability The Service Availability is set at 99.9%
The Service Availability stated above is the percentage of the time the Service is available for use when measured over any one calendar month subject to Exceptions (see below) calculated according to the formula:
(The number of minutes the service is available to the Customer
PLUS
The number of minutes the service is unavailable to the Customer due to exceptions)
DIVIDED BY
The total number of minutes in the month

If the Service availability over any one calendar month is less than the above defined Service Availability, the Customer may request financial recompense.
The financial recompense shall be calculated as a portion of the monthly Subscription fee to the Customer proportionate to the unavailability of the system, i.e.
{1 MINUS [(The number of minutes the service is available to the Customer
PLUS
The number of minutes the service is unavailable to the Customer due to exceptions
MINUS
The number of minutes the service is unavailable to the Customer due to other reasons)
DIVIDED BY
The total number of minutes in the month]} TIMES BY The monthly Subscription fee.
Further information can be found in the Service Definition Document
Approach to resilience PDMS Software-as-a-Service is hosted on a highly resilient infrastructure using multiple storage, memory and processing units across multiple locales in multiple Data Centres on the Isle of Man – an architecture aimed at achieving extremely high availability. The Data Centres adhere to best practices described by the EU Code of Conduct for Data Centre Operations, and meet the Uptime Institute Tier Level 3 classification. PDMS holds ISO 27001:2013 Information Security Management System standard certification alongside Cyber Essentials certification.

Further information is available on request and also within the Service Definition document.
Outage reporting In the event of a planned outage, a notice is displayed on the system homepage and also via email to the system administrator.

Identity and authentication

Identity and authentication
User authentication needed Yes
User authentication
  • Public key authentication (including by TLS client certificate)
  • Username or password
Access restrictions in management interfaces and support channels Access (to management interfaces and support channels) is restricted by least privilege access using active directory accounts with strong username and password combinations. Access is restricted on both a need and time basis with the default being that support staff do not have access.
Access restriction testing frequency At least once a year
Management access authentication
  • Public key authentication (including by TLS client certificate)
  • Username or password

Audit information for users

Audit information for users
Access to user activity audit information Users contact the support team to get audit information
How long user audit data is stored for At least 12 months
Access to supplier activity audit information Users contact the support team to get audit information
How long supplier audit data is stored for At least 12 months
How long system logs are stored for At least 12 months

Standards and certifications

Standards and certifications
ISO/IEC 27001 certification Yes
Who accredited the ISO/IEC 27001 LRQA
ISO/IEC 27001 accreditation date 12/02/2018
What the ISO/IEC 27001 doesn’t cover Nothing - All areas of the business and our services are in scope.
ISO 28000:2007 certification No
CSA STAR certification No
PCI certification No
Other security certifications Yes
Any other security certifications Cyber Essentials Plus

Security governance

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 As part of its ISMS, PDMS have the following policies and processes; Information Security Policy, Secure Development Process, Acceptable Use Policy, Change Control Policy, Data Classification and Handling Policy, Data Protection Policy, Business Continuity Policy and an Incident Management Process, all of which are governed, managed and audited through our ISO certifications. All policies are owned and regularly reviewed by the relevant departmental manager.

It is the responsibility of each departmental manager to ensure that all of their staff follow the information security policies and processes, however compliance is audited by the Quality and Standards Manager, with any issues identified reported to the relevant manager, for rectification.

Operationally, Information Security is jointly managed by the Chief Security Officer and the Quality and Standards Manager, both of whom report directly to the Managing Director, who has overall ownership at Board Level for Security, allowing issues that require immediate escalation to be reported to the Directors. Operational Issues that do not require immediate escalation are discussed at the monthly management meetings, where it is a standing issue. All issues discussed during these meetings that require escalation are reported upwards to Board of Directors for it to be discussed, where appropriate.

Operational security

Operational security
Configuration and change management standard Supplier-defined controls
Configuration and change management approach All changes made to PDMS systems and core infrastructure are subject to PDMS' change management processes. These are either performed through the code tools, or through services utilised by our internal departments. Where a change is identified, the staff member proposing the change must document the reason for the change, any known implications including security impacts, and any proposed times for the change to occur.
All changes are then reviewed prior to implementation by any relevant staff to ensure their awareness of the potential change. The potential change is then approved and the change can be made.
Vulnerability management type Supplier-defined controls
Vulnerability management approach PDMS subscribe to a number of forums and internet based information sources, that provide information about potential vulnerabilities in the systems and services that we use. Information provided by these is analysed and, where necessary, verified by our Infrastructure Team. Once a manufacturer releases a patch for their services and systems this will be deployed to the live environment within a week. Test environments are patched first to ensure that operational issues are not caused by the patch.
Protective monitoring type Supplier-defined controls
Protective monitoring approach The principle method of identifying potential security issues in our systems and network is through penetration testing, which is undertaken both internally and, where appropriate, through approved third parties.
When a potential compromise in the security of our systems and network is identified a suitably qualified member of staff is tasked with investigating and providing a solution to the issue.
If as a result of the tests it is determined that an actual incident has occurred, our incident management protocols commence immediately upon discovery, to enable rectification as soon as possible.
Incident management type Supplier-defined controls
Incident management approach PDMS allow all staff the ability to report security incidents through a number of methods, including email, telephone, and system based forms. Ultimately all reported incidents are managed by the Chief Security Officer, who follows the Incident Management Process, which identifies how the incident should be managed, including when to provide updates to any customers that may be affected. Customer Incident Reports are normally provided in a written document.

All incidents are reviewed following their satisfactory conclusion, in order to determine what lessons can be learned, in order to improve the process or prevent future occurrences.

Secure development

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

Public sector networks
Connection to public sector networks No

Pricing

Pricing
Price £300 to £2000 per instance per month
Discount for educational organisations Yes
Free trial available Yes
Description of free trial PDMS provide a free 30 day trial for up to 50 users and 50Gb of storage.
Telephone and email support as well as online documentation is provided during this period.
Link to free trial https://www.doxshare.com/contact-us/

Service documents

pdf document: Pricing document pdf document: Skills Framework for the Information Age rate card pdf document: Service definition document pdf document: Terms and conditions
Service documents
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