Xerox Hybrid Mail
Automate and simplify your outbound mail via Cloud service or on-premise software that enables lower cost print and mail, and one platform to transform your printed output to digital , enabling electronic communications for your service users.
- Immediate cost savings (typically 30%+)
- Track and trace of outbound mail via the software
- Reduced back office handling of mail (typically 40%+)
- Ability to send outbound mail electroncially (typically 80%+ saving)
- Single software platform for all features
- No IT integration required - although API's available
- Portal view of electronic documents available as an option
- User friendly dashboard
- Secure Cloud service or on-premise software hosting
- Supports large mailpacks with multiple inserts
- Add inserts to your mailpacks
- Pull, hold and review mail items
- Detailed management information
- ISO certified environment
- Personalise your outbound mailings using in-built OCR technology
- Bulk upload functionality
- Credible public sector user base
£0.010 per unit
Xerox (UK) Ltd
|Software add-on or extension||No|
|Cloud deployment model||Private cloud|
|Service constraints||None at the present time.|
|System requirements||Printer driver (Client side)|
|Email or online ticketing support||Email or online ticketing|
|Support response times||Within agreed service levels.|
|User can manage status and priority of support tickets||No|
|Phone support availability||9 to 5 (UK time), Monday to Friday|
|Web chat support||No|
|Onsite support||Yes, at extra cost|
A minimum of 96% average across the service level measurements of processing of mail, items delivered to the DSA provider, returned items from Royal Mail, accurate and timely management information and accuracy and timely billing by Xerox.
Standard opening hours – 8am to 5:30pm (excluding weekends and UK bank holidays). Xerox will get back to the Customer with an answer or resolution within 24 working hours of receipt of the incident.
Xerox provides an account manager with technical support resources available across Xerox.
|Support available to third parties||No|
Onboarding and offboarding
|Getting started||Xerox provide user guides and a train-the-trainer approach is deployed. The software also provides help features.|
|End-of-contract data extraction||Extract plan would be jointly created by both parties. Note: data not held beyond 60 days by the Supplier.|
|End-of-contract process||See Terms and Conditions of Service.|
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||Specifically for viewing online web portal.|
|Description of customisation||
Dependent on your business needs, and at additional cost the work can be undertaken by the Supplier. For example, personalisation of web presentment and print drivers.
We offer mailroom assessment services to help customers understand their 'as is' operation and provide 'to be' service improvement recommendations and roadmaps for change.
|Independence of resources||
The service is built to accommodate very large volume of users and load. We regularly monitor the hybrid mail systems and regular health check emails are generated, ensuring the system is adequately resourced.
We have thousands of users running on our hybrid mail service without any problems. If any performance issues are raised or detected, they are fully investigated and the resolution is implemented.
|Service usage metrics||Yes|
|Metrics types||Available online and emails. Typically covers volumes, usage, inserts, return items etc. Bespoke MI reports can also be created online.|
|Supplier type||Not a reseller|
|Staff security clearance||Conforms to BS7858:2012|
|Government security clearance||Up to Security Clearance (SC)|
|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||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||Encryption of all physical media|
|Data sanitisation process||Yes|
|Data sanitisation type||Explicit overwriting of storage before reallocation|
|Equipment disposal approach||A third-party destruction service|
Data importing and exporting
|Data export approach||PDF / XML / XLS / DOC file formats for export.|
|Data export formats||
|Other data export formats||
|Data import formats||
|Other data import formats||
|Data protection between buyer and supplier networks||Private network or public sector network|
|Data protection within supplier network||TLS (version 1.2 or above)|
Availability and resilience
|Guaranteed availability||If at any time Xerox does not meet minimum of 96% average across the Service Level measurement on any three consecutive quarters in any discrete nine-month period, the Supplier would propose a 0.5% Service Credit of total invoice value (ex. VAT) in which the event of failure occurred.|
|Approach to resilience||
The Supplier’s information security management includes a robust business continuity planning process.
Protection for customers through:
• Emergency preparedness: plans that ensure our readiness to respond to an unexpected or unwanted event of a safety, health, or environmental nature that calls for immediate action.
• Crisis management: the overall coordination of our response to a crisis, in an effective, timely manner, with the goal of avoiding or minimising damage to the financial position, reputation, or ability to operate for the Supplier and our Customers.
• Business resumption: documented processes and procedures developed to protect and restore vital end-to-end business processes in the event of a disaster. The primary objective is to minimise the negative effects of a major disruption to business operations in the most feasible and cost-effective manner that will restore the business process and its related sub-processes to normal operations.
• IT disaster recovery: activities and plans designed to return our information and communication systems to an acceptable condition and to minimise loss
The business continuity arrangements are subject to an annual assurance process.
Xerox will ensure that contingency plans for High Impact eventualities are reviewed, measured, and agreed in conjunction with the Customer.
|Outage reporting||Email alerts.|
Identity and authentication
|User authentication needed||Yes|
|Access restrictions in management interfaces and support channels||User name and passwords control levels of access, views and reporting.|
|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||Users contact the support team to get audit information|
|How long user audit data is stored for||Between 1 month and 6 months|
|Access to supplier activity audit information||Users contact the support team to get audit information|
|How long supplier audit data is stored for||User-defined|
|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||Check|
|ISO/IEC 27001 accreditation date||Check|
|What the ISO/IEC 27001 doesn’t cover||Check|
|ISO 28000:2007 certification||No|
|CSA STAR certification||No|
|Other security certifications||No|
|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 are inline with ISO 27001 and include information security, GDPR, incident management and physical security.|
|Configuration and change management standard||Supplier-defined controls|
|Configuration and change management approach||Change management process includes risk assessment and documented changes.|
|Vulnerability management type||Supplier-defined controls|
|Vulnerability management approach||
Our software risk procedures are detailed in a ISO27001 Procedure Document which is available on request.
Updates & patches are deployed as soon has they become available, and only deployed when customer authorisation is obtained.
A third party security source complies with the software's CyberEssentialsPlus certification.
|Protective monitoring type||Supplier-defined controls|
|Protective monitoring approach||
Regular system monitoring.
A security incident is raised as detailed in the ISMS Incident Management Procedure - available on request.
|Incident management type||Supplier-defined controls|
|Incident management approach||Our software's ISO27001 ISMS Incident Management Procedure Document is available on request.|
|Approach to secure software development best practice||Supplier-defined process|
Public sector networks
|Connection to public sector networks||Yes|
|Price||£0.010 per unit|
|Discount for educational organisations||No|
|Free trial available||No|