Medialogix Ltd

FotoWare Digital Asset Management

Off-the-shelf software to manage media files such as images, video, audio and documents. Suitable for police, health, military and government departments. Offering a secure, cost-efficient and scalable solution for Digital Evidence/Asset Management running in your private cloud on ISO27001 Certified Microsoft Azure.


  • SSO with SAML2, OneLogin Active Directory, Azure AD etc.
  • Faceted Search using Taxonomies - create powerful search lists
  • Flexible uploading and ingestion plugins and integration
  • Easy Export and Embed  using drag and drop
  • Easily embed photos in WordPress, Joomla, eZ Publishing etc
  • Mobile/Tablet Apps - Access and upload files from anywhere
  • Acesss from anywhere using web based html5 interface
  • Flexible selection tools and efficient workflow processes
  • Options to adjust video playback speed
  • RESTFul APIs for seamless integration with your systems


  • Increase efficiency and reduce risk by properly managing your assets
  • More than 3,000 different customers across the world use FotoWare
  • High Performance - optimized searching, indexing and workflow
  • Manage image, video, document, audio and any other file type
  • Responsive and touch-sensitive interface for screens and mobile devices
  • Online commenting and user interaction
  • Create custom workflows and processes to optimise your assets
  • No coding required. Easy to set up and manage
  • Seamless integration with Microsoft Word or PowerPoint
  • Seamless integration with Adobe InDesign or PhotoShop


£10000 per instance per year

Service documents

G-Cloud 10


Medialogix Ltd

Faisal Mahmood


Service scope

Service scope
Software add-on or extension No
Cloud deployment model Private cloud
Service constraints No
System requirements
  • Windows Server 2016, 2012, 2012 R2 - 64 bit versions
  • Internet Information Services 7.5 or 8.0
  • Microsoft SQL Server Express 2008 minimum
  • Microsoft .NET Framework 3.5 minimum
  • Microsoft Silverlight 5.1
  • Local Administrator privileges for service account

User support

User support
Email or online ticketing support Email or online ticketing
Support response times Support is available Monday to Friday 09:00 -17:00
You can expect a maximum 4 hour response time once a ticket has been raised. Usually most cases are responded to within minutes
User can manage status and priority of support tickets Yes
Online ticketing support accessibility None or don’t know
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 Our normal SLA response times from us when a call is raised are:

Software inoperable fault – Initial response time -4 hours – fix time 4 hours
Serious degradation fault – Initial response time – 4 hours – fix time 4 hours
Minor degradation fault - Initial response time – 4 hours – fix time 16 hours
Cosmetic issue fault - Initial response time – 4 hours – fix time 32 hours

Site visit day response time – 3 working days

Bespoke SLAs and informal arrangements are available subject to negotiation.
Support available to third parties Yes

Onboarding and offboarding

Onboarding and offboarding
Getting started We provide onsite training and user documentation. Training can be generic product training or specific training relevant to the system deployed.
Service documentation Yes
Documentation formats
  • HTML
  • ODF
  • PDF
End-of-contract data extraction Data is always available in the standard file system which can be extracted at anytime by anyone with minimal IT knowledge. Extracting data from SQL Server and MongoDB would be done by the end-user's Database Administration (DBA)
End-of-contract process For a perpetual licence the software will continue to function without updates or upgrades.

For a subscription licence the software will be disabled.

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 Yes
Differences between the mobile and desktop service Simpler interfaces for mobile devices and functions implemented differently if using mobile devices or tablets. Web interface works best at screen resolution 1280x1024 or higher.
We have developed our own mobile apps for Android and iOS devices which are simple, robust and configurable. These apps are used to capture and upload files and developed with law enforcement and healthcare organisations in mind.
Accessibility standards None or don’t know
Description of accessibility FotoWare DAM is accessible through an application called FotoStation Pro (PC & Mac) or using FotoWeb, a web interface. Both applications are highly configurable and users can upload, edit and delete media files depending on access control rights.
Users typically search or browse for content, browse or preview images, play video files or read documents. Files can be grouped together into albums or added to a shopping cart. Selected files, albums or shopping carts can be 'processed' by adding workflow processes. An example of a workflow process could be to resize images or send them for print.
Accessibility testing The product is installed in hundreds of places in the UK and 3/4 of all police forces use FotoWare to manage media files. Some clients assist us in the testing processes to make the product as simple as possible for end users.
Client opinions and recommendations are passed on to FotoWare for consideration. As for our own software, changes are made directly to the software by our developers. Where differences exist between clients features are implemented as a configurable option.
What users can and can't do using the API The API can be used for the following purposes:
Building custom user interfaces
Building custom mobile apps
Automating workflow

An API client communicates with the FotoWeb server by making HTTP requests, which roughly fall into two categories:
Requests that only read data (GET requests)
Requests that modify data on the server (POST, PUT, DELETE, PATCH, ... requests)

If the response body contains data, then it is usually in the JSON format (See Most programming languages these days have built-in support or mature third-party libraries for processing JSON data.

Every request sent to the server has a URL (uniform resource locator), which refers to a resource. A resource can be any object known to the server and exposed by the API, such as an asset, an archive, an album or a user. Each resource has a unique URL, which is also its ID. API clients should not compose or decompose URLs. Instead, the URL itself should be used as the ID of the archive.
An API client may read data from a resource, modify it, delete it, or create a new resource.
The FotoWeb RESTful API was designed to be as self-documenting as reasonably possible.
API documentation Yes
API documentation formats HTML
API sandbox or test environment Yes
Customisation available Yes
Description of customisation FotoWare products are modular with options in each product to customise views, colours, metadata forms, markers, access to archives, workflow processes and access control. The possibilities are vast when the available modules are configured together. Listing all configuration options here is not possible here however what we can say is that we have been able to configure a solution for all of or clients to date. If a feature didn't exist in the product we were able to convince the manufacturer to add it or make a word-around.
Typically, with FotoStation Pro the user can customise the interface though typically, this best done by a system administrator to minimise errors. Server based products ( Index Manager, Color Factory, FotoWeb and Connect) are customised by an administrator. Most typical installations are configured to cater for all possible eventualities with access controlled for individuals or groups.
This provides you with the flexibility to configure often complex solutions but controlled so that end users are not overwhelmed with options and processes which can lead to confusion or mistakes occurring.


Independence of resources Each client instance is independent and assigned dedicated resources


Service usage metrics Yes
Metrics types Typically, on the server level, CPU, storage and memory usage are monitored in real time. In addition, the number of active users, the amount of files in the database, number of files in processing queues, the filename of the currently processed file at all viewable in real time.
User activity (login, search, view, preview, add to process and more) is stored in an SQL database from which configurable reports can be created
Microsoft Azure cloud also has it's own metrics so you can monitor what effect our service has on your infrastructure.
Reporting types
  • API access
  • Real-time dashboards
  • Regular reports
  • Reports on request


Supplier type Reseller providing extra features and support
Organisation whose services are being resold FotoWare and Microsoft

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 United Kingdom
User control over data storage and processing locations Yes
Datacentre security standards Complies with a recognised standard (for example CSA CCM version 3.0)
Penetration testing frequency Less than once a year
Penetration testing approach Another external penetration testing organisation
Protecting data at rest
  • Physical access control, complying with CSA CCM v3.0
  • Encryption of all physical media
  • Scale, obfuscating techniques, or data storage sharding
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 There are a number of options. The first one is the simplest as the FotoWare DAM uses industry standard Adobe XMP metadata format which is readily readable by any XMP compatible DAM software. Alternatively, you can export metadata in SQL format or CSV if your new DAM solution is database driven.
Data export formats
  • CSV
  • Other
Other data export formats
  • Original media files (doc, ppt, jpg etc)
  • Adobe XMP
Data import formats CSV

Data-in-transit protection

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

Availability and resilience

Availability and resilience
Guaranteed availability This depends on what Microsoft Azure cloud service you will be running your FotoWare software on. As a general rule for a single instance of virtual machine you can expect 99.9% availability rising to 99.95% for two instances of virtual machine.
More information can be found at
Approach to resilience Local and Geo redundancy options are available from Microsoft on the Azure Cloud service
Outage reporting This is provided by Microsoft Azure Cloud services and is accessed from the portal dashboard and email alerts.

Identity and authentication

Identity and authentication
User authentication needed Yes
User authentication
  • 2-factor authentication
  • Public key authentication (including by TLS client certificate)
  • Identity federation with existing provider (for example Google Apps)
  • Limited access network (for example PSN)
  • Dedicated link (for example VPN)
  • Username or password
Access restrictions in management interfaces and support channels This is done using access control features for groups and individuals.
Access restriction testing frequency At least every 6 months
Management access authentication
  • 2-factor authentication
  • Identity federation with existing provider (for example Google Apps)
  • Limited access network (for example PSN)
  • Dedicated link (for example VPN)
  • 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 have access to real-time audit information
How long supplier audit data is stored for User-defined
How long system logs are stored for User-defined

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 Yes
Security governance standards
  • CSA CCM version 3.0
  • ISO/IEC 27001
Information security policies and processes This is determined by FotoWare and Microsoft

Operational security

Operational security
Configuration and change management standard Supplier-defined controls
Configuration and change management approach Determined by end user or client.
Vulnerability management type Supplier-defined controls
Vulnerability management approach This is performed by FotoWare and Microsoft and as a reseller we not involved in the vulnerability management process.
Protective monitoring type Supplier-defined controls
Protective monitoring approach This is managed by FotoWare and Microsoft.
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 This is managed by FotoWare and Microsoft.

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


Price £10000 per instance per year
Discount for educational organisations Yes
Free trial available Yes
Description of free trial A fully functional trial can be made in the Microsoft Azure Cloud usually for 30 days but may be extended for longer if needed but no more than 90 days.
The trial is fully functional and can be created within about 10 minutes with a standard/basic configuration.
Link to free trial


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