Polonious Case Management and Business Process Automation

Polonious is a cloud based case management business process automation service. Polonious has API centric architecture to easily integrate with other systems and accelerate business processes whilst collaborating on tasks across services, departments and staff.


  • Real Time Reporting
  • Remote Access Via web interface
  • Fully Configurable Process Creation from 5 to 750 users
  • Mobile Access
  • Hub for email and sms regarding a case or alert


  • Improves productivity
  • Improves Communication
  • Centralises all information about cases without spreading across drives
  • Flexible to any case process requiremen
  • Highly secure
  • Easy creation of an evidence pack
  • Allocates, delegates and records case activity
  • Sends reminders to secondaries if action doesn't occur or late
  • Aggregates and automates business process in and across departments
  • Removes manual processes and concentrates business processing


£25 per person per month

Service documents

G-Cloud 11



Daniel Skeggs



Service scope

Service scope
Software add-on or extension Yes, but can also be used as a standalone service
What software services is the service an extension to Polonious integrates to mulitple systems in different situations and drives joins up multiple systems into a business process accelerator.
Cloud deployment model
  • Public cloud
  • Private cloud
  • Hybrid cloud
Service constraints No, Polonious is hardware independant and operates equally well within private data centres, aws or azure.
System requirements
  • Memory: 8Gb per 50 users
  • CPU: 4 cores
  • Disk Space: 20Gb [application only]
  • CENTOS or Red Hat Enterprise Linux (RHEL) for production systems
  • Centos RHEL 7.x or later
  • Windows Server 2003 or later
  • Apache Tomcat 8.x, Oracle/SUN Java 1.8.x
  • OpenOffice 4.0.x or later
  • SMTP Server for email

User support

User support
Email or online ticketing support Email or online ticketing
Support response times Polonious provides an email ticketing support system in a "follow the sun" global 24 hour x 365 service level agreement. The support offered is around the system availability and not system changes.
The contracted service response times vary depending upon the criticality of the service required. The maximum response time is usually 4 hours at any given point in time.
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 Yes, at extra cost
Support levels TBA
Support available to third parties Yes

Onboarding and offboarding

Onboarding and offboarding
Getting started Polonious provide end user training on site, off site or online. Training documentation is also provided.

Through experience, we have learned that users become more familiar with the system if we train super users on site as they become the experts that deliver value in the investment in the system.
Service documentation Yes
Documentation formats PDF
End-of-contract data extraction We can provide encrypted hard drive with all database dumps (SQL) as well as some CSV data if that is preferred. Also uploaded documents, video, images are extracted at a reasonable T&M cost to extract.
End-of-contract process Access to the data is free, Polonious will perform an extraction at an agreed rate for Time and Materials.

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
  • Opera
Application to install No
Designed for use on mobile devices Yes
Differences between the mobile and desktop service The mobile Android and IoS versions of the application are a field kit subset of the core Polonious system.

Cases for an individual, capture evidence, record actions, metrics, times, miles. Upload photos, recordings, video when connected to the internet.
Service interface No
What users can and can't do using the API Most major transactional and major database entities can be reviewed, updated, created with the REST API. We provide a quickstart and full documentation guide on how to use. We also have easy to integrate points outbound where an action on case triggers REST calls to another system without coding, just configuration (or with some work webservice calls etc.
API documentation Yes
API documentation formats PDF
API sandbox or test environment No
Customisation available Yes
Description of customisation Polonious is a case management and business process concentrator and accelerator. Within the system are unlimited customisable workflows that are implemented against each of the business processes such as GDPR regulatory workflows that demonstrate activity and provide evidence of activity.

The system is totally configurable with areas such process automation to remove human interaction, automatic allocation of an activity e.g 1, an IoT endpoint is triggered and Polonious recieves an alert and allocates an investigator.

E.g 2: GDPR workflow Subject Access Request. A person performs SAR and this triggers Polonious to raise a case and push it via email to a case officer. Case officer accepts and Polonious records. If the case is not resolved within a specified time, escalations are sent.

Polonious usually educates super users who can create and administer the workflows so that extra costs for changes are removed.


Independence of resources Polonious dedicates implementations in cloud environments to ensure system scalability and performance. Polonious draws upon scalable cloud architecture to dynamically demand further resources when necessary.

There are high availabilty options available for high throughput and/or critical performance systems.


Service usage metrics Yes
Metrics types Outage incident tracking, others available on demand.
Reporting types
  • API access
  • Real-time dashboards
  • Regular reports
  • Reports on request


Supplier type Not a reseller

Staff security

Staff security
Staff security clearance Other security clearance
Government security clearance Up to Baseline Personnel Security Standard (BPSS)

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 At least once a year
Penetration testing approach Another external penetration testing organisation
Protecting data at rest Encryption of all physical media
Data sanitisation process Yes
Data sanitisation type Deleted data can’t be directly accessed
Equipment disposal approach A third-party destruction service

Data importing and exporting

Data importing and exporting
Data export approach We provide several methods to export data as csv, xls. Some reports can be extracted as PDF, ODF, DOC, DOCX
Data export formats
  • CSV
  • ODF
  • Other
Other data export formats
  • XML
  • TXT
Data import formats
  • CSV
  • ODF
  • Other
Other data import formats
  • JSON
  • REST
  • POST

Data-in-transit protection

Data-in-transit protection
Data protection between buyer and supplier networks
  • TLS (version 1.2 or above)
  • IPsec or TLS VPN gateway
Data protection within supplier network
  • TLS (version 1.2 or above)
  • IPsec or TLS VPN gateway

Availability and resilience

Availability and resilience
Guaranteed availability 99.95% per annum through the implementation of high availability services.
Approach to resilience Polonious relies upon cloud service providers to provide service resilience. Multiple instances of Polonious can be provisioned across high availability cloud services to provide enhanced resilience,
Outage reporting Polonious provides outage information for service upgrades through email.

Polonious provides a dashboard through the standard support system.

Identity and authentication

Identity and authentication
User authentication needed Yes
User authentication
  • 2-factor authentication
  • Username or password
Access restrictions in management interfaces and support channels Management interfaces are restricted on Role Based Access Control. Access is limited to a number of staff performing operational support roles for the client.
Access restriction testing frequency At least once a year
Management access authentication
  • 2-factor 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 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 Yes
Who accredited the ISO/IEC 27001 BestPracticesCertification.com.au
ISO/IEC 27001 accreditation date 28/08/2017
What the ISO/IEC 27001 doesn’t cover The certification covers the design, development, deployment and support of Polonious Case Management Solutions and cloud based data hosting services.
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 The security policies are established in line with ISO 27001 recommendations with the CEO being responsible for security across the implementation. All security polices are reviewed and updated by the CEO.

Operational security

Operational security
Configuration and change management standard Supplier-defined controls
Configuration and change management approach Service components are tracked through our natives PITS (Polonious Incident Tracking System).

Changes are assessed for security impact in line with our ISO 27001 documentation.
Vulnerability management type Supplier-defined controls
Vulnerability management approach All software used within the Polonious environment is compared against the CVV database for known vulnerabilities every 24 hours.

Patches are deployed in order of priority and are reviewed for severity and risk to the system and deployed in line with policy. Each patch has a different release time scale.

Threat information is collected from the open source CVV database as well as alienvault database.
Protective monitoring type Supplier-defined controls
Protective monitoring approach Polonious has an incident management process that is followed on being alerted by a customer or through proactive services supplied by alienvault.

All ncidents are responded to assessed in line with policy and process. Where proportionate a response can be provided at any time of the day.
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 Polonious has a pre defined incident management process which are reported and managed through the Polonious Incident Tracking Service.

Polonious provides templated incident reports that contains all of the relevant information around the incident and any remedial action taken that are provided to the senior management team for review.

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 £25 per person per month
Discount for educational organisations Yes
Free trial available Yes
Description of free trial Polonious will provide a trial version of the system for a limited period of one month.

The trial version is a cut down offering to demonstrate how the system provides case management and business process concentration and acceleration.
Link to free trial https://its.poloniouslive.com/pits/SignUpForPoloniousNow.do

Service documents

pdf document: Pricing document pdf document: Terms and conditions
Service documents
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