Admincontrol AS

Board Portal

Admincontrol is a leading Board Portal and Virtual Data Room provider. Working to the highest level of security and with a tablet based intuitive user interface, our services are utilised by private and public sector organisations to enhance the the flow of sensitive information across Boards and Management worldwide.

Features

  • Build agenda and boardbook in the portal.
  • Drag, drop, add, rearrange or delete, late papers easily incorporated.
  • Two factor security
  • Control access and document permissions.
  • Available online or offfline. 24/7 support.
  • Share annotations and notes within encrypted secure messaging
  • Papers can be accessed, read, annotated, commented and searched
  • Accessed via any browser or iPad app
  • Undertake remote votes with full audit trail.
  • Full reporting on who is accessing board papers

Benefits

  • Publish boardbook, accessible via any device or iPad app
  • Online and Offline storage and reading
  • Secure access to documents and boardbooks
  • Push alerts when new documents are added or updated
  • Improved information, communication and board collaboration
  • Put documents to the board in an organized format.
  • Faster and better decision making with full audit trail
  • Cost savings
  • A paperless, eco-friendly workplace
  • Permanent access to key documents, online and offline.

Pricing

£7350 per licence per year

  • Education pricing available
  • Free trial available

Service documents

G-Cloud 9

372256961272387

Admincontrol AS

David Reilly

+44 (0) 7437 216579

dreilly@admincontrol.com

Service scope

Service scope
Software add-on or extension No
Cloud deployment model Private cloud
Service constraints No
System requirements Institutional license with unlimited users

User support

User support
Email or online ticketing support Email or online ticketing
Support response times We respond within 5 minutes 24 hours a day 7 days per week
User can manage status and priority of support tickets No
Phone support Yes
Phone support availability 24 hours, 7 days a week
Web chat support No
Onsite support Onsite support
Support levels All support is included in license fee. Local support team in UK can be onsite. Training is for all users is also included within license. When onboarding a client we base a team at client to undertake training and onboarding thereafater support tend to be based over web, telephone or video conference.

Any onsite refresher training for existing or new staff is also included.Phone & Email based support is available on a 24x7x365 basis and is provided free of charge if specified in the subscription agreement.

Service and support includes setting up the Portal and/or Data Room, assist customer in getting started and technical assistance and/or user issues that may occur.

Our goal is to provide truly excellent support service around the clock and respond on all support requests as soon as possible.
Support statistics may be provided upon request.
Support available to third parties Yes

Onboarding and offboarding

Onboarding and offboarding
Getting started Working to a clients corporate governance structure,
we provide onsite and online onboarding services depending on the client requirements.

Our onboarding takes two formats

1. Board Administration Team: We provide at least 1 training sessions covering all topics of
-setting up users
- setting up interactive agenda and creating boardbooks
- uploading papers
- recording decisions
- setting up meetings and votes
- using version control

2. Board members :- we offer an onsite one to one training for users that as tailored to their preffered device ( laptop, iPad, iPhone, Microsoft Surface, Android tablet etc). This is also offered in webinar format.
Service documentation Yes
Documentation formats PDF
End-of-contract data extraction Admincontrol supplies all data on hard disk and then deletes data from our data centres. Admincontro has over 98% annual retention of clients.
End-of-contract process Contract is all inclusive
Access to the Admincontrol service
• Unlimited storage capacity for scanned and
uploaded documents
• Unlimited distribution of documents between
registered users
• Support to users by phone and e-mail 24/7 days a
week
• Always access to the latest version of the service
• Unlimited number of users

Using the service

Using the service
Web browser interface Yes
Supported browsers
  • Internet Explorer 10+
  • Microsoft Edge
  • Firefox
  • Chrome
  • Safari 9+
  • Opera
Application to install No
Designed for use on mobile devices Yes
Differences between the mobile and desktop service Admicontrol has a free iPad and iPhone app. You can can work offline through the app.
Accessibility standards None or don’t know
Description of accessibility There are no constraints
Accessibility testing Not applicable
API No
Customisation available Yes
Description of customisation Logos and banners.
Portal is designed around client governance structures.

Scaling

Scaling
Independence of resources Our Internal QA team performs performance tests to ensure that Response times should be less than 3 seconds max for any function performed (given that the user has an acceptable internet connection (ADSL/4G or better))

Analytics

Analytics
Service usage metrics Yes
Metrics types Admincontrol provides standard reports on
- login
- voting
- sms
- access to boardbooks and documents
- storage used
Reporting types
  • Real-time dashboards
  • Regular reports
  • Reports on request

Resellers

Resellers
Supplier type Not a reseller

Staff security

Staff security
Staff security clearance Other security clearance
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 European Economic Area (EEA)
User control over data storage and processing locations No
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 ‘IT Health Check’ performed by a CHECK service provider
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
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 importing and exporting
Data export approach Drag and drop or browse through directory and choose files.

You can batch download also.
Data export formats
  • CSV
  • Other
Other data export formats
  • Zipped archive
  • Original format (PDF, Word, Excel, Powerpoint,
  • Text, Image (bmp,png,gif,jpg,tif), audio (mp3), video (mov,mpg,avi), Message (.msg)
Data import formats
  • CSV
  • Other
Other data import formats
  • Original format (PDF, Word, Excel, Powerpoint,
  • Text, Image (bmp,png,gif,jpg,tif), audio (mp3), video (mov,mpg,avi), Message (.msg)
  • Zipped archive

Data-in-transit protection

Data-in-transit protection
Data protection between buyer and supplier networks Legacy SSL and TLS (under version 1.2)
Data protection within supplier network Legacy SSL and TLS (under version 1.2)

Availability and resilience

Availability and resilience
Guaranteed availability The SLA states availability of 99.97% quarterly based, and we are above/performing better than this. Phone Support is available 24x7x365.

No direct penalty other than liability due to direct damage as specified in the standard terms and conditions: 10.1 Admincontrol’s liability due to direct damage inflicted on the Client in relation to use of the service, regardless of cause, is limited to the lesser of the Client s documented economic loss or the total amount of the Subscription Agreement. This includes loss of data or financial loss that may occur in relation to use of the service, including reduced availability or functionality of the service.
Approach to resilience Available on request
Outage reporting All maintenances that affect uptime and availability is communicated to the customer 1 week in advance. On login page for all users and on email to portal administrator.

Identity and authentication

Identity and authentication
User authentication needed Yes
User authentication
  • 2-factor authentication
  • Username or password
  • Other
Other user authentication Touch ID available on iPad and iPhone
Access restrictions in management interfaces and support channels Only a limited amount of personnel with Support function or IT Operations may access customer data, all access is logged and only dedicated user accounts are used.
Access restriction testing frequency At least every 6 months
Management access authentication
  • 2-factor authentication
  • Username or password
  • Other

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 receive audit information on a regular basis
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 No
ISO 28000:2007 certification No
CSA STAR certification No
PCI certification No
Other security accreditations No

Security governance

Security governance
Named board-level person responsible for service security Yes
Security governance accreditation Yes
Security governance standards Other
Other security governance standards ISAE 3000 and ISO 27001:2013 Certification is to be completed within Q1 2018.
Information security policies and processes Admincontrol service security policy, customer support security policy, Email Security Policy, information security policy for employees, Laptop Security Policy are defined and approved by management and are available upon request.

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 A formal change management process is in place and all changes registered and followed up via our bug tracking and project management tool. We use Stage gate model for managing projects and Agile methodologies for the actual development.

All changes are maintained in our bug tracking and project management software including our versioning control and source code management.
Vulnerability management type Conforms to a recognised standard, for example CSA CCM v3.0 or SSAE-16 / ISAE 3402
Vulnerability management approach Patch management policy & process in place. All devices are updated with patches as soon as possible with automatic update procedures. Patches and firmware for network components follow vendor patching requirements. Weekly vulnerability scans are performed to identify any missing patches or other misconfigurations.
Protective monitoring type Conforms to a recognised standard, for example CSA CCM v3.0 or SSAE-16 / ISAE 3402
Protective monitoring approach All traffic is monitored with managed Intrusion Prevention System connected to 24x7x365 Manned Security Operation Center notifying Admincontrol IT Operations Duty of any suspicious, harmfull or unauthorised activities. All traffic is default denied unless specifically authorised.

Centralized and Managed log & SIEM solution in place. Incident management process implemented to act on any security incidents. Logs are stored in Read Only Archive

All systems are monitored 24x7x365.

IT Operations department utilize tools for network monitoring and ip address mapping to detect any discrepancy on the networks, weekly vulnerability and network scans are performed by our authorised system personnel.
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 Admincontrol has a documented incident response
plan.
We have a response team in place, along with
a set of policy and procedures for handling
incidents, gathering and communication to
relevant parties. This is available on request.

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)
  • New NHS Network (N3)
  • Joint Academic Network (JANET)
  • Scottish Wide Area Network (SWAN)

Pricing

Pricing
Price £7350 per licence per year
Discount for educational organisations Yes
Free trial available Yes
Description of free trial A trial portal would be built with full functionality, two month free trial.

Documents

Documents
Pricing document View uploaded document
Service definition document View uploaded document
Terms and conditions document View uploaded document
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