Simple Innovation Associates

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.

Features

  • 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

Benefits

  • 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

Pricing

£12.5 per person per month

Service documents

Framework

G-Cloud 11

Service ID

3 2 3 6 7 7 4 8 3 5 8 7 1 7 6

Contact

Simple Innovation Associates

Gina Holden

07976 358140

sales@simpleinnovation.co.uk

Service scope

Service scope
Software add-on or extension Yes
What software services is the service an extension to SharePoint Online / Office 365
Cloud deployment model
  • Public cloud
  • Private cloud
  • Community cloud
  • Hybrid cloud
Service constraints Requires Office365
Requires either Internet Explorer 11, Edge, Chrome, Safari
System requirements Valid Office365 licences (Min E1) for all users

User support

User support
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 Yes
Phone support availability 9 to 5 (UK time), Monday to Friday
Web chat support No
Onsite support Yes, at extra cost
Support levels 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

Onboarding and offboarding
Getting started 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.
Service documentation Yes
Documentation formats HTML
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.
End-of-contract process • 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

Using the service
Web browser interface Yes
Supported browsers
  • Internet Explorer 11
  • Microsoft Edge
  • Firefox
  • Chrome
  • Safari 9+
  • Opera
Application to install No
Designed for use on mobile devices No
Service interface No
API No
Customisation available No

Scaling

Scaling
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.

Analytics

Analytics
Service usage metrics Yes
Metrics types These are provided via SharePoint Online.

Resellers

Resellers
Supplier type Not a reseller

Staff security

Staff security
Staff security clearance Staff screening not performed
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 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 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-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 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

Identity and authentication
User authentication needed Yes
User authentication
  • 2-factor authentication
  • Identity federation with existing provider (for example Google Apps)
  • Username or password
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

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

Standards and certifications
ISO/IEC 27001 certification No
ISO 28000:2007 certification No
CSA STAR certification No
PCI certification No
Other security certifications No

Security governance

Security governance
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.

Operational security

Operational security
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.

Secure development

Secure development
Approach to secure software development best practice Conforms to a recognised standard, but self-assessed

Public sector networks

Public sector networks
Connection to public sector networks No

Pricing

Pricing
Price £12.5 per person per month
Discount for educational organisations No
Free trial available No

Service documents

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