Netpremacy Limited

AODocs Enterprise Folders

AODocs is the only Document Management and business process platform Recommended by Google, allowing organisations in all industries to easily control their documents, scale their business-critical processes and meet compliance requirements. AODocs Enterprise Folders allows customers to manage and secure Google Drive folder hierarchies, with content metadata and version control.

Features

  • Administrative Console for Google Drive folders
  • Specific Add-ons for G Suite
  • Check in / check out of documents, permissions control
  • File collaboration
  • File and data loss prevention, file recovery
  • Metadata / Meta model management
  • Version control via file locking when required

Benefits

  • Company ownership- all files owned by corporate Google Drive accounts
  • File loss prevention – prevent users from deleting files
  • File recovery – dedicated trash folder with configurable retention time
  • Check-in / Check-out – prevent concurrent modifications
  • Edit and save Microsoft Office documents in Drive
  • Secured sharing – prevent users from sharing files or folders
  • Document metadata – tag documents with any type of properties
  • Master data management – synchronise your business data
  • Version control – manage new, old document versions and revert

Pricing

£40 a user a year

  • Education pricing available
  • Free trial available

Service documents

Request an accessible format
If you use assistive technology (such as a screen reader) and need versions of these documents in a more accessible format, email the supplier at aeden@netpremacy.com. Tell them what format you need. It will help if you say what assistive technology you use.

Framework

G-Cloud 12

Service ID

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

Contact

Netpremacy Limited Andrew Eden
Telephone: 0113 366 2008
Email: aeden@netpremacy.com

Service scope

Software add-on or extension
Yes
What software services is the service an extension to
AODocs is an add-on to Google Drive within the G Suite solution. It involves deploying a Chrome browser extension and enhances the native G Suite offerings to provide standard file share functionality or with optional workflow and enhanced functions like metadata, check in/out, and versioning, can offer full DMS capability.
Cloud deployment model
Public cloud
Service constraints
None that we are aware of.
System requirements
  • Google G Suite Basic with storage or G Suite Business
  • A modern web browser is required

User support

Email or online ticketing support
Email or online ticketing
Support response times
24x7 Cover Available Reseller support is optional and subject to the Terms and Conditions supplied under our separate Cloud Services.
User can manage status and priority of support tickets
Yes
Online ticketing support accessibility
WCAG 2.1 AA or EN 301 549
Phone support
Yes
Phone support availability
24 hours, 7 days a week
Web chat support
No
Onsite support
Yes, at extra cost
Support levels
AODocs support is a single level of support and is provided via the reseller as part of the license cost.
Support available to third parties
No

Onboarding and offboarding

Getting started
Netpremacy provides onsite training, online training and AODocs provide a wealth of user documentation and online knowledge based articles.
Service documentation
Yes
Documentation formats
HTML
End-of-contract data extraction
Your underlying data is held in G Suite (Google Drive) folders and as such if your organisation decides to leave AODocs and G Suite, your users can take their data with them. They can export all their documents and then they can import the data to your new provider. More information on the export process can be found here: https://support.google.com/a/answer/100458?hl=en#all
If you decide to simply stop using AODocs, the AODocs components can be uninstalled and your organisation can continue with native Google Drive.
End-of-contract process
Access to the G Suite instance will be terminated and all data will be removed from all Google systems within 180 business days assuming a complete move away from AODocs and G Suite is requested.

Assuming just a request to cease using AODocs and continue with native G Suite/Google Drive functionality, the AODocs component can be removed and the data is simply held in Google Drive folders.

Using the service

Web browser interface
Yes
Supported browsers
  • Internet Explorer 10
  • Internet Explorer 11
  • Microsoft Edge
  • Firefox
  • Chrome
  • Safari 9+
Application to install
Yes
Compatible operating systems
  • Linux or Unix
  • MacOS
  • Windows
Designed for use on mobile devices
Yes
Differences between the mobile and desktop service
Works with Google's standard mobile applications for iOS and Android which provide a bespoke user experience tailored to the operating system in question, users have native Google functions on mobile. Or via mobile web browser support included which provides an equivalent experience to the desktop environment.
Service interface
No
API
Yes
What users can and can't do using the API
See AODocs knowledge base to see how users can set up services and make changes.
https://support.aodocs.com/hc/en-us
API documentation
Yes
API documentation formats
  • HTML
  • PDF
API sandbox or test environment
Yes
Customisation available
No

Scaling

Independence of resources
AODocs is powered by Google's massively scaleable infrastructure which already services more than 1 Billion users. The addition of any practicable number of users has a very low impact. Metadata and other functions are held in Google Cloud Platform which is a similarly scaleable infrastructure.

Analytics

Service usage metrics
Yes
Metrics types
Number of documents created in a library and custom AODocs statistics on demand
Reporting types
Reports on request

Resellers

Supplier type
Reseller providing extra support
Organisation whose services are being resold
AODocs/Altirnao

Staff security

Staff security clearance
Other security clearance
Government security clearance
Up to Security Clearance (SC)

Asset protection

Knowledge of data storage and processing locations
Yes
Data storage and processing locations
EU-US Privacy Shield agreement locations
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
In-house
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
Data is encrypted at rest using AES encryption, data sharding and key rotation. Physical access control is also compliant with SSAE-16
Data sanitisation process
Yes
Data sanitisation type
Explicit overwriting of storage before reallocation
Equipment disposal approach
In-house destruction process

Data importing and exporting

Data export approach
An AODocs Administrator can perform a right mouse click function to export the underlying Google Drive folder, subject to access permissions. Individual users cannot export data from an AODocs folder.
Data export formats
  • CSV
  • ODF
  • Other
Other data export formats
  • DOCX
  • PPTX
  • PDF
  • XLXS
Data import formats
  • CSV
  • ODF
  • Other
Other data import formats
  • DOCX
  • PDF
  • PPTX
  • XLXS
  • TIFF
  • JPG
  • MP4

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

Guaranteed availability
Contractually Google's Service Level is guaranteed to 99.9% availability for any calendar month and backed with service credits. Definitions and service credits are described at https://gsuite.google.com/intl/en-GB/terms/sla.html.
Approach to resilience
All data is redundantly stored across a minimum of 3 data centres, and all services are designed to leverage the redundant data centre infrastructure powering Google services.
Outage reporting
Service outages for AODocs are reported via the reseller channel. Google provides customer alerts and a public uptime dashboard here: https://www.google.com/appsstatus#hl=en-GB&v=status. The dashboard advises across the G Suite services on degradation or downtime.

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
Depending on administrator preference, users can be signed in via a federated identity service, including AD or use G Suite as their identity backend. 2 Factor authentication is supported and can be enforced. Administrative access privileges are granted separately to individual users.
Access restriction testing frequency
At least every 6 months
Management access authentication
  • 2-factor authentication
  • Identity federation with existing provider (for example Google Apps)
  • Username or 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
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

ISO/IEC 27001 certification
Yes
Who accredited the ISO/IEC 27001
Ernst & Young
ISO/IEC 27001 accreditation date
15/04/2015
What the ISO/IEC 27001 doesn’t cover
Any service not listed on the ISO certificate is not covered.
ISO 28000:2007 certification
No
CSA STAR certification
Yes
CSA STAR accreditation date
31/01/2017
CSA STAR certification level
Level 1: CSA STAR Self-Assessment
What the CSA STAR doesn’t cover
N/A
PCI certification
No
Other security certifications
Yes
Any other security certifications
SOC2, SOC3, ISO 27001, ISO 27017, ISO 27018, FedRamp ATO

Security governance

Named board-level person responsible for service security
Yes
Security governance certified
Yes
Security governance standards
Other
Other security governance standards
AODocs is SOC2 certified, which means that AODocs internal processes for HR, support and operations are regularly assessed by an independent audit firm, who validates the compliance of our internal controls with the SOC2 framework. Our latest SOC2 audit report is available to our customers upon request.
Information security policies and processes
Our customers and regulators expect independent verification of security, privacy and compliance controls. AODocs undergoes several independent third party audits on a regular basis to provide this assurance. This means that an independent auditor has examined the controls present in our data centres, infrastructure and operations.

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
In AODocs production environments, software updates are manually vetted to ensure the stability of the system. Changes are then tested and cautiously rolled out to systems. All development work is separated from the operation systems, testing occurs in a multi-staged fashion in both environments and in dedicated test settings. AODocs can share, under NDA, the SOC2 audit report (based on standards from the International Auditing and Assurance Standards Board) which describes the change management process. Additionally, changes to code go through a process of code review involving additional engineers.
Vulnerability management type
Conforms to a recognised standard, for example CSA CCM v3.0 or SSAE-16 / ISAE 3402
Vulnerability management approach
AODocs solutions run on Google infrastructure which vulnerability management process that actively scans for security threats using a combination of commercially available and purpose-built tools, intensive automated/manual penetration efforts, quality assurance processes, software security reviews and external audits. The vulnerability management team is responsible for tracking and following up on vulnerabilities. Once a vulnerability requiring remediation has been identified, it is logged, prioritised according to severity, and assigned an owner. The vulnerability management team tracks such issues and follows up frequently until they can verify that the issues have been remediated.
Protective monitoring type
Supplier-defined controls
Protective monitoring approach
Focused on information gathered from network traffic, employee actions on systems and outside knowledge of vulnerabilities. Traffic is inspected at many points for suspicious behaviour. Analysis is performed using open-source and commercial tools for traffic capture and parsing, supported by a correlation system built on top of Google technology. Analysis is supplemented by examining system logs for unusual behaviour, such as attempted access of customer data. Security engineers place standing alerts on public data repositories to look for security incidents that might affect company infrastructure. They actively review inbound security reports and monitor public mailing lists, blog posts, and wikis.
Incident management type
Supplier-defined controls
Incident management approach
If an incident occurs, the security team logs and prioritises it according to severity. Events directly impacting customers are assigned the highest priority. This process specifies courses of action, procedures for notification, escalation, mitigation, and documentation. AODocs incident management program is structured around NIST guidance on handling incidents. Key staff are trained in forensics and handling evidence in preparation for an event, including the use of third-party and proprietary tools. Testing of incident response plans is performed for key areas, such as systems that store sensitive customer information. Tests consider a variety of scenarios, including insider threats and software vulnerabilities.

Secure development

Approach to secure software development best practice
Supplier-defined process

Public sector networks

Connection to public sector networks
No

Pricing

Price
£40 a user a year
Discount for educational organisations
Yes
Free trial available
Yes
Description of free trial
Prospective customers of AODocs can request a 14 day free trial of the system subject to providing Netpremacy with an understanding of the requirements and documented success criteria if running with a trial group of users. The version supplied is the same as the production software.

Service documents

Request an accessible format
If you use assistive technology (such as a screen reader) and need versions of these documents in a more accessible format, email the supplier at aeden@netpremacy.com. Tell them what format you need. It will help if you say what assistive technology you use.