Onefile Ltd

Eportfolio for vocational training

OneFile is a cloud based eportfolio and learning management system which enables the support of apprentices and any other competency based qualifications. It supports users to gather evidence and be assessed towards the qualifications or job roles.
Customers find that it enables increased efficiency and quality.


  • Real time reporting
  • Assessing against competency, knowledge, skills and behaviours
  • Offline capabilities
  • Resource library
  • Elearning
  • Remote access
  • Planning and review
  • Annotations
  • VLE
  • Upload of documents


  • Cloud-based system enabling remote access 24/7
  • Offline app that synchronises to online platform
  • Objective real-time dashboard and report management
  • Planning, assessment and review all auditable
  • Resource library which is permissions based
  • Email task and messaging alerts
  • Elearning/VLE mapped to competencies
  • Easy upload of multiple documents for evidence
  • Multiple configeration settings for personalised system
  • Accessibility options


£17.50 to £35 per user per year

  • Free trial available

Service documents

G-Cloud 10


Onefile Ltd

Sherry Stockton

0161 638 3876

Service scope

Service scope
Software add-on or extension No
Cloud deployment model Public cloud
Service constraints Planned maintenance is completed outside of normal working hours and 2 days notice will be given for minimal downtime.
System requirements Internet Explorer 7 or above

User support

User support
Email or online ticketing support Email or online ticketing
Support response times SLA response time is within 8 working hours. Current average is by 4 working hours.

Technical support is available Monday-Friday 8-6 not including English bank holidays
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 We provide training for end users of the system - this is for assessors, IQAs and centre managers.

Training is £395 for half a day and £595 for a full day.

We do not offer a technical account manager or a cloud support engineer
Support available to third parties Yes

Onboarding and offboarding

Onboarding and offboarding
Getting started There is a proactive 8-12 week implementation programme where a OneFile implementation team have bespoke webinars to ensure the system is configured to the customers requirements.

*2 days onsite training is included in the set up cost.

*Full userguides are available on each page.

*Free group webinars are available for all users.

*Further onsite training is available if required at additional cost - either at implementation or ongoing as required
Service documentation Yes
Documentation formats
  • HTML
  • PDF
End-of-contract data extraction Users can export the portfolios via html files at any point during the contract
End-of-contract process If the customer would like to no longer use OneFile but still requires the data hosting there is a run off fee. During this time the customer can still access the data.

They are able to export the portfolios into an HTML file at no extra cost. If the customer requires Onefile to export the eportfolios for them then this can be negotiated

Using the service

Using the service
Web browser interface Yes
Supported browsers
  • Internet Explorer 7
  • Internet Explorer 8
  • Internet Explorer 9
  • Internet Explorer 10
  • Internet Explorer 11
  • 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 The web application is a responsive application and provides the same functionality as a normal desktop browser.

We also have an offline app which is available on iOS, Android and Microsoft tablets. This enables the users to plan, assess and review offline and then synchronises when back with internet connection
Accessibility standards WCAG 2.0 AA or EN 301 549
Accessibility testing None
What users can and can't do using the API Using our API customers can integrate with other systems to:
Create/list/update/view learners
Create/list/update/view assessments
Create/list/update/view reviews
View progress
API documentation Yes
API documentation formats
  • Open API (also known as Swagger)
  • HTML
API sandbox or test environment Yes
Customisation available Yes
Description of customisation Certain terminology can be changed
*Accessibility preferences such as colour, themes, fonts and font size
*Configuration of features required

*Individuals can customise the accessibility to their preferred settings
*The rest can be customised by the usergroup centre manager


Independence of resources We have a production team who monitor systems, they identify any emerging performance issues and take action to ensure it does not escalate.

When we plan infrastructure upgrades we ensure 3 years scalability.

Our data centre provider enables us to scale quickly should we require


Service usage metrics No


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
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 once a year
Penetration testing approach Another external penetration testing organisation
Protecting data at rest Physical access control, complying with CSA CCM v3.0
Data sanitisation process Yes
Data sanitisation type 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 Users login and request a link for an eportfolio, this is generated in the background and emailed to the user when export is complete.

API can be used to push data in to other external systems

CSV data dumps can also be made available on request
Data export formats
  • CSV
  • Other
Other data export formats
  • HTML
  • JSON
  • XML
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)
  • Legacy SSL and TLS (under version 1.2)
Data protection within supplier network
  • TLS (version 1.2 or above)
  • IPsec or TLS VPN gateway

Availability and resilience

Availability and resilience
Guaranteed availability Service Level Commitment a) The “Monthly Uptime Percentage” for the Services is calculated by the following formula: 𝑈𝑠𝑒𝑟 𝑀𝑖𝑛𝑢𝑡𝑒𝑠 − 𝐷𝑜𝑤𝑛𝑡𝑖𝑚𝑒/𝑈𝑠𝑒𝑟 𝑀𝑖𝑛𝑢𝑡𝑒𝑠 𝑥 100 where Downtime is measured in user-minutes; that is, for each month, Downtime is the sum of the length (in minutes) of each Incident that occurs during Normal Business Hours that month multiplied by the number of Contracted User Subscriptions impacted by that Incident. b) If the Monthly Uptime Percentage falls below 99.93% for any given month, the Customer will be eligible for the following Service Credit: Monthly Uptime Percentage Service Credit < 99.93% 6 hours < 99.86% 12 hours < 99.79% 18 hours < 99.72% 24 hours 3. Service Credit Claim a) The Customer must submit a claim to the Supplier that includes: (i) a detailed description of the Incident; (ii) information regarding the duration of the Downtime; (iii) the number and location(s) of affected users (if applicable); and (iv) descriptions of attempts to resolve the Incident at the time of occurrence. b) The Supplier will issue the Customer with a Credit Note to the value of 1/365th of the Applicable
Approach to resilience We use 2 independent Cloud Service Providers (CSPs), Azure and Production and Amazon AWS for DR. The CSPs operate with independent power and networking supplied to their data centres. By choosing an independent supplier for our DR facility, in the event of a significant disaster the second supplier is completely separate reducing the risk of problems with shared service reliance.
When setting up our environments in the CSPs where possible we use the local zone redundancy features to minimise the risk of a local failure. We also have the ability to increase server resources to accommodate unusually high demand that may not have been anticipated.
The DR site has a SQL server constantly restoring within our Recovery Point Objective (RPO) time frame of 30 minutes and we have alerts for if this is breached. Within our Business Continuity plans we can elevate to DR within 30 minutes if management choose this course of action.
Outage reporting Public dashboard
Email alerts

Identity and authentication

Identity and authentication
User authentication needed Yes
User authentication Username or password
Access restrictions in management interfaces and support channels Each user role has defined permissions based on what information is required for them to fulfil their role.

If the user does not have the user login for a specific role they are unable to access the information or reports.

Also users can only access learner data for learners they are responsible for.
Access restriction testing frequency At least every 6 months
Management access authentication 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 Between 1 month and 6 months
Access to supplier activity audit information Users have access to real-time audit information
How long supplier audit data is stored for Between 1 month and 6 months
How long system logs are stored for Between 1 month and 6 months

Standards and certifications

Standards and certifications
ISO/IEC 27001 certification Yes
Who accredited the ISO/IEC 27001 Centre for Assessment
ISO/IEC 27001 accreditation date 12/1/2017
What the ISO/IEC 27001 doesn’t cover Nothing
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 Yes
Security governance standards ISO/IEC 27001
Information security policies and processes We have ISO27001:2013 and it is our policy to:
* Protect all our information assets against loss of confidentiality, integrity or availability.
* Mitigate the risks associated with the theft, loss, misuse, damage or abuse of these assets.
* Ensure that information users are aware of and comply with all current and relevant information security regulations and legislation.
* Provide a safe and secure information system working environment for staff and any other authorised users.
* Make certain that all authorised users understand and comply with this policy and supporting policies and procedures
* Protect the organisation from liability or damage through the misuse of its information.
* Ensure that all users understand their own responsibilities for protecting the confidentiality and integrity of the information they handle.

Our ISMS Management Representative reports to the Board and is a Senior Management reporting directly to the Managing Director. Staff information security awareness training is delivered to staff members every 6 months and internal audits are performed on an audit schedule, sampling activities to identify if and where policies may not be being followed so that corrective action can be taken.

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 Within our ISO27001:2013 we define configuration and change management Policies, Processes and Procedures which cover all hardware and software that combine to be the production and DR systems.

These ensure all changes are checked against an appropriate quality criteria, quality checks are independent to the team implementing the change and that the release is approved across multiple teams with a single person taking ownership of the implementation of the change.

No change can be both approved and implemented by a single person
Vulnerability management type Conforms to a recognised standard, for example CSA CCM v3.0 or SSAE-16 / ISAE 3402
Vulnerability management approach Within our ISO27001:2013 we define vulnerability management Policies, Processes and Procedures this includes ensuring that authoritive sources are monitored daily for new security threats.

Emerging security threats which are relevant are logged and risk assessed. Where a recognised security threat exists which we are vulnerable to, we look for a resolution as a priority however sometimes it is necessary to apply mitigation due to the lack of availability of a resolution.

In either case the risk mitigation/resolution steps are implemented as soon as possible with the changes deployed through the change management processes.
Protective monitoring type Conforms to a recognised standard, for example CSA CCM v3.0 or SSAE-16 / ISAE 3402
Protective monitoring approach Within our ISO27001:2013 we have a Monitoring Policy and supporting processes and procedures, within these we describe Protective Monitoring and Performance/Capacity Management Monitoring.

Protective Monitoring is achieved through a combination of systems including user event logging within our software products, web server error logs, AV events on systems, OS events on systems, Firewall event logs and WAF security events.

Some of these systems are monitored in realtime by our Production Team whilst others are reviewed periodically in Information Security Committee reports for the meetings and also in logs.

Potential incidents are dealt with as the highest priority.
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 Within our ISO27001:2013 we've a Security Incidents Policy which outlines how we deal with incidents. All staff are expected to report suspicious activity to the Production Team and/or Management. Users can report via Tech Support or their Centre Manager.

Suspected incidents are investigated as highest priority, where validated the incident goes through incident management, where the incident relates to customers (such as availability, integrity or confidentiality of services and data) then customer facing staff are informed of the incident and risk/impact. Customer nominated contacts receive communication explaining the incident as well as service announcements being made through our products.

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


Price £17.50 to £35 per user per year
Discount for educational organisations No
Free trial available Yes
Description of free trial We are able to offer a demonstration sandbox version of OneFile for a trial period.

Dummy users are set up and users are able to access these as if using the live version.

This is set up on a request basis.

This is normally available for 4 weeks


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