Stopford, RAFTS - Record Management System
RAFTS is an asset tracking system used by records managers to catalogue, store and request physical files and assets. The system allows for records managers and records owners to effectively manage assets in storage across multiple locations. The system is used by police services to help with MOPI compliance.
- Create and manage storage hierarchies
- Create assets and files, attaching electronic documents
- Automatic email correspondence generation
- Built in reporting services
- Assign destruction review dates, methods and exemptions
- Warehousing facility
- Document linking
- Full track/document loaning management
- Streamline file and asset requisition
- Manage file and asset destruction
- Reduce human error and automate functions
- Quickly react to service or council changes
- Increase accountability & managerial insight
£25000 to £35000 per instance
Stopford Information Systems
|Software add-on or extension||No|
|Cloud deployment model||Private cloud|
The system will require the buyer to submit their own styling templates to ensure that any online display and request functions are in line with the clients branding.
Stopford can provide additional services for clients that are unable to meet this requirement.
|System requirements||Internet access|
|Email or online ticketing support||Email or online ticketing|
|Support response times||Target response time is 2 working hours for SLA 1-4 and 40 working hours for general queries. All response times are for working hours and therefore do not include weekends|
|User can manage status and priority of support tickets||Yes|
|Online ticketing support accessibility||WCAG 2.1 AA or EN 301 549|
|Phone support availability||9 to 5 (UK time), Monday to Friday|
|Web chat support||No|
|Onsite support||Yes, at extra cost|
Stopford have a single support level that is detailed as part of Stopford's SLA held within the service definition. Each issue or query raised is assigned an Impact level that is used to prioritise incidents and assign target response and fix times.
Stopford have a help desk that act as an account manager for all jobs and can be contacted at any time for updates or pass on any additional information relevant to the job.
|Support available to third parties||Yes|
Onboarding and offboarding
|Getting started||During the customisation meeting Stopford will provide examples of best practice to help guide users. Users are provided with onsite training after the system has been customised and sent electronic user manuals after their training session.|
|End-of-contract data extraction||Stopford provide a SQL database backup of the data if the contract ends. Stopford can also provide CSV versions if necessary.|
Within the cost of the contract is: Site license for the Ceremony Planner, One year support, One year hosting, Customisation and 1 day of Training.
Additional/optional costs include: CRM integration, SMS integration, Postcode lookup integration, BA consultancy and UX consultancy.
Using the service
|Web browser interface||Yes|
|Application to install||No|
|Designed for use on mobile devices||Yes|
|Differences between the mobile and desktop service||The system is mobile responsive and as such has full functionality on mobile devices.|
|What users can and can't do using the API||
Third Party Account Login
|API documentation formats|
|API sandbox or test environment||Yes|
|Description of customisation||
The web templates that surround the Ceremony Portal are provided by the buyer and can be customised in line with their branding.
Additional ceremony choices can be added to the system. These are outlined by the buyer during the customisation phase of the implementation process.
|Independence of resources||
We utilise load balancing application servers so that demand is spread across multiple resources.
Because virtualisation is utilised, resources for peak demand can be added as required
|Service usage metrics||Yes|
The system allows for reporting on a number of data points across the system including the number of couples using the system and their completion progress. Reports on payments can also be generated.
Analytics codes can also be embedded in the web pages.
|Reporting types||Reports on request|
|Supplier type||Not a reseller|
|Staff security clearance||Other security clearance|
|Government security clearance||Up to Baseline Personnel Security Standard (BPSS)|
|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||Managed by a third party|
|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||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 export approach||
Reports can be exported to Excel
Views are created for third party reporting tools
|Data export formats||CSV|
|Data import formats||Other|
|Other data import formats||The system does not require data upload|
|Data protection between buyer and supplier networks||
|Data protection within supplier network||
Availability and resilience
|Guaranteed availability||Stopford offer 99% up time on all products and have exceeded this up time on all products for all clients for the past ten years.|
|Approach to resilience||Available on request|
|Outage reporting||Email alerts|
Identity and authentication
|User authentication needed||Yes|
|Access restrictions in management interfaces and support channels||
Within the management interface users can be assigned functions that they have access to, allowing for a wide variety of user levels and ensuring user access to areas of the system and particular functions are restricted.
Support channels are not restricted as part of the support provider is user help. However changes to the system do require authorisation by a named client.
|Access restriction testing frequency||At least once a year|
|Management access authentication||Username or password|
Audit information for users
|Access to user activity audit information||You control when users can access audit information|
|How long user audit data is stored for||User-defined|
|Access to supplier activity audit information||You control when users can access audit information|
|How long supplier audit data is stored for||User-defined|
|How long system logs are stored for||User-defined|
Standards and certifications
|ISO/IEC 27001 certification||Yes|
|Who accredited the ISO/IEC 27001||ISO Quality Services|
|ISO/IEC 27001 accreditation date||06/05/2015|
|What the ISO/IEC 27001 doesn’t cover||N/A|
|ISO 28000:2007 certification||No|
|CSA STAR certification||No|
|Other security certifications||Yes|
|Any other security certifications||Self Assessment for PCI Compliance|
|Named board-level person responsible for service security||Yes|
|Security governance certified||Yes|
|Security governance standards||ISO/IEC 27001|
|Information security policies and processes||
Policies and processes form part of our accreditation to ISO27001.
We are able to supply our statement of applicability and any of our process documentation upon request.
In line with ISO 9001 Stopford audit their processes and audit a random selection of jobs within the system to ensure that processes are being followed. If a process is not followed then a non conformance is raised, the member of staff informed and their performance reviewed. All non conformances are reviewed as part of the regular management review meetings.
|Configuration and change management standard||Supplier-defined controls|
|Configuration and change management approach||
All Stopford products are regularly reviewed and thoroughly tested before release. Details of testing procedures can be supplied upon request.
Any changes made to the system are reviewed by staff internally in line with ISO 27001 and the risk of security issues from appropriate changes are assessed by high level developers before release.
|Vulnerability management type||Supplier-defined controls|
|Vulnerability management approach||
Stopford undertakes risk assessments as part of ISO 27001 certification and routinely reviews these assessments at management review meetings.
If a vulnerability is identified and is classed as a major risk to client data then Stopford move to implement a fix to the software or server with 1 working day.
Stopford assess risks through a variety of industry magazines and IT security news feeds.
|Protective monitoring type||Conforms to a recognised standard, for example CSA CCM v3.0 or SSAE-16 / ISAE 3402|
|Protective monitoring approach||
All servers utilise monitoring software, firewalls and antivirus software that should register compromises to the server.
Stopford's immediate priority is ensuring that the compromise is contained and stopped. Once the incident is no longer ongoing Stopford will look to find the area of ingress and secure the server against a similar incident.
If a compromise is identified then Stopford will look to secure the server within 1 hour of the compromise being identified.
|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||In line with ISO 27001 standards Stopford have a full business continuity plan that can be provided upon request.|
|Approach to secure software development best practice||Conforms to a recognised standard, but self-assessed|
Public sector networks
|Connection to public sector networks||No|
|Price||£25000 to £35000 per instance|
|Discount for educational organisations||No|
|Free trial available||No|