Simple Correspondence Tracker
Manage all aspects of Correspondence including Correspondents, Actions and Responsible Persons. Create cases, cross reference correspondence and report on quotas met. Automated workflow ensures compliance with timescales.
- Correspondence handling including linked correspondence, multiple correspondents, groups and aliases
- Action handling including multiple recipients, respond by tracking
- Responsible party handling including emailing
- Automated email support
- Correspondence printing
- Find items easily via full text searching
- Mark correspondents as frequent, abusive, child, deceased
- Multiple correspondence type support built in, FOI, EIR, SAR
- Monitor correspondence against service level agreements
- Document management against correspondence
- All actions are audited and can be reported on
- Produce correspondence response reports including Freedom of Information Requests
- Handle unusual correspondence such as gifts and diary requests
- Personalised task lists
- Integrate with postcode resolvers
- Document assembly using case, correspondence and officer metadata
£12.5 per person per month
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Simple Innovation Associates
|Software add-on or extension||Yes|
|What software services is the service an extension to||SharePoint Online / Office 365|
|Cloud deployment model||
Requires either Internet Explorer 11, Edge, Chrome, Safari
|System requirements||Valid Office365 licences (Min E1) for all users|
|Email or online ticketing support||Yes, at extra cost|
|Support response times||Second Line UK support Hours: 9-17:30 Monday to Friday. 4 hour initial response, fault logging and tracking for up to 2 nominated individuals within the organization.|
|User can manage status and priority of support tickets||No|
|Phone support availability||9 to 5 (UK time), Monday to Friday|
|Web chat support||No|
|Onsite support||Yes, at extra cost|
Second Line UK support
Hours: 9-17:30 Monday to Friday.
4 hour initial response, fault logging and tracking for up to 2 nominated individuals within the organization
|Support available to third parties||No|
Onboarding and offboarding
To support the install of the product into your environment, we provide consultancy to determine the configuration of the application with supporting metadata to ensure correct configuration of the product and we are happy to work with your Infrastructure Cloud provider to install the product and ensure connectivity with your SharePoint Online / Office365 system.
The installation is done via a single PowerShell script run as a Site Owner into a dedicated SharePoint Site Collection.
|End-of-contract data extraction||Data can be extracted by download or extracted to hard disks. The data is owned and hosted by the client using suitable external cloud services, e.g. Azure data Services.|
• Clients must provide 1 months notice of termination before the end of the licensing period and complete service termination form.
• Licensing will be continued until the end of the licensing period.
• Clients should make arrangements to extract their data from the cloud service. We can help you with this is required.
Using the service
|Web browser interface||Yes|
|Application to install||No|
|Designed for use on mobile devices||No|
|Independence of resources||
SharePoint Online is scaled to support millions of organisations and billions of users.
Each organisation uses its own Site Collection to ensure isolation from other users.
|Service usage metrics||Yes|
|Metrics types||These are provided via SharePoint Online.|
|Supplier type||Not a reseller|
|Staff security clearance||Staff screening not performed|
|Government security clearance||Up to Security Clearance (SC)|
|Knowledge of data storage and processing locations||Yes|
|Data storage and processing locations||
|User control over data storage and processing locations||Yes|
|Datacentre security standards||Managed by a third party|
|Penetration testing frequency||Never|
|Protecting data at rest||Other|
|Other data at rest protection approach||The CCM corresponds to industry-accepted security standards, regulations, and control frameworks such as ISO 27001, PCI DSS, HIPAA, AICPA SOC 2, NERC CIP, FedRAMP, NIST, and many more. For the most current list, visit the CSA website.|
|Data sanitisation process||No|
|Equipment disposal approach||In-house destruction process|
Data importing and exporting
|Data export approach||
Powershell scripts allow export of all data within the system.
It is suggested that where this is large it is exported first to Azure and then via collected via disk shipping.
|Data export formats||CSV|
|Data import formats||CSV|
|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
SLA is determined by Microsoft. They guarantee a 99.9% uptime with a 25% rebate if not achieved.
Simple Correspondence Tracker does not provide a separate SLA and does not offer a rebate.
|Approach to resilience||Available from Microsoft on request.|
|Outage reporting||Microsoft Azure functionality is used to monitor and report outages.|
Identity and authentication
|User authentication needed||Yes|
|Access restrictions in management interfaces and support channels||This is handled by the hosting provider, i.e. Microsoft.|
|Access restriction testing frequency||Never|
|Management access authentication||Other|
|Description of management access authentication||Users are authenticated using Office365's authentication, which can include, depending on your configuration, multi-factor authentication, VPN and username and 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 1 month and 6 months|
Standards and certifications
|ISO/IEC 27001 certification||No|
|ISO 28000:2007 certification||No|
|CSA STAR certification||No|
|Other security certifications||No|
|Named board-level person responsible for service security||Yes|
|Security governance certified||No|
|Security governance approach||Microsoft provides full security governance for the underlying cloud platform. The service itself is checked using automated security testing techniques. The audit trails are held in a separate append only data store.|
|Information security policies and processes||These are supplied by Microsoft Compliance Centre.|
|Configuration and change management standard||Supplier-defined controls|
|Configuration and change management approach||
All source is managed via an online source control system with integrated project management that tracks all components.
All code is scanned for security vulnerabilities by static analysis tools before check in is permitted.
|Vulnerability management type||Supplier-defined controls|
|Vulnerability management approach||
We use the Microsoft Security and Compliance center to monitor web sites and data sources but the deployment and patching of infrastructure is managed directly by Microsoft.
In the event of an urgent patch we can release once the automated unit and integration tests are complete and a manual verification check has been performed. This process typically requires an hour after a patch has been released.
|Protective monitoring type||Supplier-defined controls|
|Protective monitoring approach||This is handled by the Microsoft Azure platform|
|Incident management type||Undisclosed|
|Incident management approach||4 hour initial response, fault logging and tracking for up to 2 nominated individuals within the organization if support is purchased.|
|Approach to secure software development best practice||Conforms to a recognised standard, but self-assessed|
Public sector networks
|Connection to public sector networks||No|
|Price||£12.5 per person per month|
|Discount for educational organisations||No|
|Free trial available||No|