Scan Optics Ltd

easy.forward™ - Managed Capture Service

easy.forward™ Managed Capture Service (MCS) is a cloud based paper to paperless solution, enabling the capture, classification, indexing, storage and retrieval of documents and information using browsers, scanners, MFPs and mobile devices anytime, anywhere. MCS transforms paper and electronic forms into data that flows into your software applications.

Features

  • Managed Capture Service based in the cloud. No data entry
  • Fully automated forms and data capture service
  • Delivers 99.99% accuracy. Turns paper into usable information fast
  • Forms data captured and returned as soon as 2 hours
  • Seamless integration to existing organisational systems
  • Scan, drag, e-mail, fax, upload documents to easy.folder for processing
  • Accurate, timely, scalable processing and capture of all key data
  • Real-time visibility of processing status and exception handling
  • No software, hardware, or maintenance to purchase. Simple per-image price
  • Robust security and auditing

Benefits

  • Process any forms. Low risk - easy to adopt
  • No upfront costs with simple setup and no-boarding costs
  • 100% browser based system
  • Comprehensive dashboard showing real time workflow management and reporting
  • No technical or development expertise required
  • Multiple service delivery options. Get your data back your way
  • Scalability of work from 0-5 Million forms per day
  • Project management included
  • All image formats (including PDF, tiff, Jpeg, bnp, gif etc.)
  • Applications: Digital Mailroom, cheque/remittance processing, forms processing, backfile conversion

Pricing

£0.025 to £0.75 per transaction

Service documents

G-Cloud 10

306359979374830

Scan Optics Ltd

Peter Roper

+44 20 3137 2189

proper@scanoptics.co.uk

Service scope

Service scope
Software add-on or extension Yes, but can also be used as a standalone service
What software services is the service an extension to EMC Captiva Suite, A2iA, Crystal Reports, messageQ and other multi-vendor software support.
Cloud deployment model Private cloud
Service constraints None.
System requirements Browser: Internet Explorer 6 or above, Safari, Firefox, Opera, Chrome

User support

User support
Email or online ticketing support Email or online ticketing
Support response times Standard support M-F 9-5 - response time 1 hour. We also offer on-site support and weekend support options.
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 Web chat
Web chat support availability 9 to 5 (UK time), Monday to Friday
Web chat support accessibility standard None or don’t know
How the web chat support is accessible Once logged on the user can raise a ticket and chat with support via the browser interface.
Web chat accessibility testing None.
Onsite support Onsite support
Support levels Standard support (no additional cost):
Availability - 09:00 to 17:30 Monday - Friday
Dedicated Customer Support Representative

Enhanced support:
On-site technical account manager
Extended hours
Support available to third parties Yes

Onboarding and offboarding

Onboarding and offboarding
Getting started We provide on-site training, and web-based training. The portal is self-documented.

We on-board new users via on-site interviews and/or web-based conference.
Service documentation Yes
Documentation formats
  • HTML
  • PDF
End-of-contract data extraction The service does not need to retain any data, although it can if the end user desires. Normally we process the images and extract and verify the required data according the business requirements. This data (raw image file and extracted verified content) is provided to the end user in whatever form they require (PDF, jpeg, bitmap, jpeg, or a compressed file format used for upload to another database etc).

If the end user would like for us to host the data, we offer this service as well. Data extraction at the end of service would be simply copying the files to a location of their choice.
End-of-contract process There is no additional cost at the end of the contract. All pricing is billed on an as-incurred or pay-as-you-go basis. Simply stop using the service and there are no charges.

Using the service

Using the service
Web browser interface Yes
Supported browsers
  • Internet Explorer 8
  • Internet Explorer 9
  • Internet Explorer 10
  • Internet Explorer 11
  • Microsoft Edge
  • Chrome
Application to install No
Designed for use on mobile devices Yes
Differences between the mobile and desktop service Mobile devices can submit documents and forms to the easy.forward™ service for processing. The real-time dashboard is also available on mobile devices so up to date information about the processing can tracked.

The mobile interface is via web browser in both instances. The difference between the desktop browser interface and a mobile device is the format of the information on the screen.
Accessibility standards None or don’t know
Description of accessibility Once logged on the user can raise a ticket and chat with support via the browser interface.
Accessibility testing None.
API Yes
What users can and can't do using the API Administration changes cannot be affected via the API.
API documentation Yes
API documentation formats
  • PDF
  • Other
API sandbox or test environment Yes
Customisation available Yes
Description of customisation Logos, colour schemes, dashboard reporting, information displayed for reports, customised reporting and alerting. Adding services and user accounts.

Scaling

Scaling
Independence of resources There are no volume restrictions. easy.forward™ is fully scalable, able to handle as many documents with as much storage capacity as required.

Analytics

Analytics
Service usage metrics Yes
Metrics types We track over 250 points in the processing of data. This includes time-stamps for each stage of the process. These metrics are displayed via the dashboard which is accessible through a browser.

The dashboard display is fully customisable, A streamlined list of information is shown by default. The display is fully customisable (at no charge). Similarly, regular and ad-hoc reports can be set up at no charge.

Information can also be queried via the API.
Reporting types
  • API access
  • Real-time dashboards
  • Regular reports
  • 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 Security Clearance (SC)

Asset protection

Asset protection
Knowledge of data storage and processing locations Yes
Data storage and processing locations
  • United Kingdom
  • European Economic Area (EEA)
  • EU-US Privacy Shield agreement locations
  • Other locations
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 every 6 months
Penetration testing approach Another external penetration testing organisation
Protecting data at rest
  • Physical access control, complying with CSA CCM v3.0
  • Physical access control, complying with SSAE-16 / ISAE 3402
  • Physical access control, complying with another standard
  • Encryption of all physical media
  • Scale, obfuscating techniques, or data storage sharding
  • Other
Other data at rest protection approach Easy.forward™ servers are co-located at an SOC 2/SSAE-16/SAS70 certified facility providing physical, logical, data plus admin/user security.

There is an instance of the service on the GSi. In this case, it inherits the data protection and network security of the GSi.
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 Easy.forward™ processes image data, extracts and verifies the data and exports the data to the end user in the format they desire. We do not hold data for more than a few days (as a backup should any batches need to be re-run).

As a rule, we do not retain the data beyond what is stated in our contract (and that time is determined by the end user).

We can offer cloud storage for the data, this is not a requirement of the service. Should this be chosen, then simply copying the data off the cloud storage accomplishes the extraction.
Data export formats
  • CSV
  • ODF
  • Other
Other data export formats
  • Any format for the data is supported, including:
  • XML
  • JSON
  • PDF
  • RDF
  • HTML
  • SharePoint
  • JPEG
  • TIFF
Data import formats
  • CSV
  • ODF
  • Other
Other data import formats
  • Any format for the data is supported, including:
  • XML
  • JSON
  • PDF
  • RDF
  • HTML
  • SharePoint
  • JPEG
  • TIFF

Data-in-transit protection

Data-in-transit protection
Data protection between buyer and supplier networks
  • Private network or public sector network
  • IPsec or TLS VPN gateway
  • Legacy SSL and TLS (under version 1.2)
  • Other
Other protection between networks Easy.forward™ servers are co-located at an SOC 2/SSAE-16/SAS70 certified facility providing physical, logical, data plus admin/user security.

The service is verified to meet requirements specified in ISO 27001, EU model clauses, HIPAA, BAA, and FISMA.

There is an instance of the service on the GSi. In this case, it inherits the data protection and network security of the GSi.
Data protection within supplier network
  • TLS (version 1.2 or above)
  • IPsec or TLS VPN gateway
  • Legacy SSL and TLS (under version 1.2)

Availability and resilience

Availability and resilience
Guaranteed availability Explicit Service Level Agreements form part of the contract for service. SLAs vary from contract to contract and are agreed-upon in advance, as the SLA requirements can affect the end costs.

We offer a range of processing times from 2-hours through 72-hours. Tracking our performance and meeting SLAs is performed via the real-time dashboard.

Service credits are applied at the end of a billing cycle for any SLA shortcomings.

It is important to note that we have always met our Service Level Agreements.
Approach to resilience This information is available upon request.
Outage reporting The private real-time dashboard, accused via browser shows any outage as well as current information regarding processing. E-mail alerts and API notification is also supported.

Identity and authentication

Identity and authentication
User authentication needed Yes
User authentication
  • Limited access network (for example PSN)
  • Username or password
Access restrictions in management interfaces and support channels Active Directory
Access restriction testing frequency At least every 6 months
Management access authentication
  • Limited access network (for example PSN)
  • Dedicated link (for example VPN)
  • Username or password

Audit information for users

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

Standards and certifications

Standards and certifications
ISO/IEC 27001 certification Yes
Who accredited the ISO/IEC 27001 CQS (Certified Quality Systems) Ltd - IAB registered firm
ISO/IEC 27001 accreditation date 30/3/2017
What the ISO/IEC 27001 doesn’t cover Staff screening. Covered elsewhere up to DV.
ISO 28000:2007 certification No
CSA STAR certification No
PCI certification No
Other security certifications Yes
Any other security certifications ISO 9001:2015

Security governance

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 following information security policies and processes are adhered to under ISO27001:2013 (Information Security Management System) and cross referencing with ISO9001:2015 (Quality Management System)

Data Protection, IT Security, Risk Assessment, Incident Reporting, Performance, Improvement, Operational procedure.

Policies and processes are monitored and reported upon by using a combination of frequent internal \ external audits and management review meetings.

Operational security

Operational security
Configuration and change management standard Conforms to a recognised standard, for example CSA CCM v3.0 or SSAE-16 / ISAE 3402
Configuration and change management approach Configuration and change management processes are controlled and tracked using Jira project management tools. Using Agile methodology to create a framework for monitoring the components.
Vulnerability management type Conforms to a recognised standard, for example CSA CCM v3.0 or SSAE-16 / ISAE 3402
Vulnerability management approach Under ISO27001:2013 security risks and vulnerabilities are covered with associated processes and responsibilities.
Our IT Manager is responsible for regularly monitoring for software vulnerabilities on devices connected to our services.
Typical process - Preparation, Vulnerability scan, Define remediating actions, Implement remediating actions and Rescan.
Information regarding potential threats would come from our suppliers of security software.
Protective monitoring type Conforms to a recognised standard, for example CSA CCM v3.0 or SSAE-16 / ISAE 3402
Protective monitoring approach We monitor all systems used in the delivery of the easy.forward™ service including the network connections between machines and the web. We employ Intrusion Detection Systems (IDS). All traffic employs end-to-end encryption, and the traffic is monitored for unusual network traffic. Audit logs are analysed daily. We have a policy of incident management review used to continually improve our monitoring capability used in conjunction with our ISO27001:2013 controls.
Incident management type Conforms to a recognised standard, for example, CSA CCM v3.0 or ISO/IEC 27035:2011 or SSAE-16 / ISAE 3402
Incident management approach Common incident processes are pre-defined in our Quality Management Systems (ISO9001:2015 / ISO27001:2013). User reported incidents are recorded through a Cloud based incident/help desk portal, which can handle various input streams of voice/e-mail etc. Reports and statistics are generated from the portal dashboard, describing the status and history of the incidents recorded. The reports are provided in both table and visual formats. All incidents are prioritised due to type \severity\SLA within the portal.

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 Yes
Connected networks
  • Public Services Network (PSN)
  • Police National Network (PNN)
  • Other

Pricing

Pricing
Price £0.025 to £0.75 per transaction
Discount for educational organisations Yes
Free trial available Yes
Description of free trial Provide three things: 1) Sample document(s), 2) The information that is required for extraction, and 3) How the information should be exported.

We will on-board those documents at no charge.

Processing and testing can be performed for one month or 500 documents, whichever comes first, at no charge.
Link to free trial Www.easy-forward.com

Documents

Documents
Pricing document View uploaded document
Skills Framework for the Information Age rate card View uploaded document
Service definition document View uploaded document
Terms and conditions document View uploaded document
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