Folding Space EDM - Electronic Document Management
Folding Space EDM (Electronic Document Management System) provides a complete solution for secure document and records management and, uniquely, incorporates ESL (Elastic Search/Lucene Index) technology for enhanced scalability.
- Record & Document Management
- Automated Redaction (ARM)
- Scan Management
- Microsoft Office Plug-ins
- Comprehensive Auditing
- Secure Document Access
- Mail merge document templates and declaration to records en masse
- Single Unified View
- Web Application - Browser Access
- Open Schema
- View all documents and records via a single screen interface
- Declare documents as records in an immutable form (PDF/A .TIF)
- Audit every interaction with a document or record
- Secure document and record access with AD & LDAP integration
- Assign document metadata, relate to an entity, form a record
- Automatically & Programatically Redact Documents
- Configure business rules, warnings & notifications against documents & records
- Manage document version control, expiry and retention
- Search documents and records via a metadata and/or content
- Invoke documents or records in context through SOAP/REST integration
£5 to £25 per user per month
- Education pricing available
Microports.Net t/as Folding Space
|Software add-on or extension||Yes, but can also be used as a standalone service|
|What software services is the service an extension to||
Folding Space have integrated with: Banner Ellucian, Campus IT, Clinisys (WinPath, MasterLab and Enterprise) Documentum EDM, Iizuka Case Manager, Liquid Logic, McKesson, Allscripts Lorenzo PAS, Orion Healthcare Rhapsody Integration Engine, Tribal SITS, Wisdom and Xerox XPim.
Optional Microsoft Office integration, as well as mail merge via MS Word templates.
|Cloud deployment model||Private cloud|
EDM includes a systems administration tool which enables constraints and restrictions on functions to be enforced.
There is no limit to the file size as our EDM can ingest any file size. The only limitations on the volume of files are storage based. Storage provision is subject to consultation with the customer and, presumably, any customer budget or infrastructure constraints, in an on-premise installation or with the managed hosting supplier. Our extensive real-life experience to date indicates a default to 24mb tends to be optimal but the maximum file size is configurable to meet each customer’s specific requirements.
|Email or online ticketing support||Email or online ticketing|
|Support response times||
As a Standard Operating Procedure, Folding Space provides its customers and/or partners with unlimited remote support
via the online Customer Support Portal and via fax, email & telephone to the Partner or Folding Space as appropriate during standard UK office hours.
|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|
Folding Space Customers utilise our Support Portal for Technical Support, the portal is managed by our technical and support management and available online (24 x 7).
Once logged and escalated all calls are reviewed, triaged, categorised and worked towards resolution in line with the agreed Service Level Agreement (SLA). Telephone and email support are also provided; typically during normal business hours with out-of-hours escalation relevant to the SLA threat/support level.
For response times, aligned with ITIL recommendations, we would work with the Customer to identify ‘business critical’ application processes (such as data entry or retrieval) and agree acceptable response times for these (excluding environment and network latency) which are then measured and analysed in quarterly service review meetings.
Where necessary any failure to comply with these measurements can then automatically invoke high priority support cases. For example; Priority 1 and 2 incidents - severe system disruptions - are typically measured by a one-hour response and four-hour resolution maximums.
|Support available to third parties||Yes|
Onboarding and offboarding
Initial engagement includes mapping of the 'As-Is' processes and agreeing the 'To-Be'. Fixed fee final costs are submitted and a Project Plan is agreed. Folding Space take an Agile approach to project management. The risks & issues associated with the project flow from the weekly RAID teleconference. All implementations are run in accordance with Prince2 and milestones for quality control, and review, are managed during implementation.
An Agile approach to solution delivery requires a collaborative working relationship where iterative deliverables, user feedback and testing within an open and honest communications environment are an integral part of the process.
During the pre-Go Live phase, this iterative & collaborative process will be facilitated and supported by the provision of an online, secure & dedicated Customer Support Portal.
The Customer Portal is the customer facing half of our Company Communications & Support Portal which is also used internally by the technicians committed to the project and which is reviewed and authorised by our Technical and QA Management with escalation to the relevant Director.
Folding Space offer both onsite systems training for authorised System Administrators as well as ‘train the trainer’ for end user training. All training materials are provided in an editable form.
|End-of-contract data extraction||
Upon contract cessation or a termination event, we would provide a machine readable copy of all data/metadata held in the EDM Repository (e.g. CSV or XML) plus open access to the File Store holding the documents (i.e. as PDF/As or TIFFS and in original Source Format).
Folding Space will work with the Customer and agree an exit plan to ensure continuity of service. Upon request Folding Space will help to migrate documents and data to a replacement supplier in line with the exit plan. Folding Space will ensure that the additional exit plan clearly sets out the methodology for achieving an orderly transition of services.
The exit plan will set out full details of timescales, activities and roles and responsibilities of the Parties for:
● the transfer of any technical information, instructions, manuals and code reasonably required to enable a smooth migration
● the strategy for export of data and documents to replacement supplier, including conversion to open standards or other standards as required
● the transfer of Project Specific IPR items and other customisations, configurations and databases
● the testing and assurance strategy for exported documents and data
The Customer is able to terminate the contract, after the minimum term (2 years) by giving notice to the Company within the first nine months of any year following the renewal anniversary; that is, within the nine months following the Annual Renewal which is every twelve months from the Commencement date. Termination will then occur in the twelfth
month following the Renewal Anniversary.
We would agree an exit plan to ensure the secure and safe export of the Customer’s data & documents from our EDM and co-operate in any migration support.
Typically we would provide a machine-readable copy of all data/metadata held in the EDM Repository (e.g. via CSV or XML) plus open access to the File Store holding the documents (i.e. as PDF/As or TIFFS and in original Source Format).
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 EDM is completely web-services based for application access, delivered via URL and therefore, subject to local network configuration and exposure, access can be shared to mobile workers, via mobile and / or tablet devices in accordance with wider access policies. This may be via direct URL to open the firewall for web access to those mobile workers specifically or, more typically in our experience, the mobile workers make use of their own VPN connection to the network.
The EDM application can either be accessed via URL directly or through client-server connections such as Citrix or Terminal Services/Remote Desktop.
|What users can and can't do using the API||
We have a complete library of API, Invocation and Rendering Web Services available to ensure all manner of interfacing, integration and data exchange with other applications. And we have a philosophy of ‘open schema’ sharing of our database approach with our Customers so that customer IT can collaboratively access and utilise the database themselves.
We have extensive experience in integrating information with other applications; specifically, various PAS (Patient Administration System), Microsoft Active Directory (we have an MS AD management technology), LIMS (Pathology Laboratory Information Systems), Care Systems (e.g. CareFirst), Email (we possess extensive MS Exchange interaction technologies) and all manner of data warehouses (e.g. from SQL and Oracle to SAP).
|API documentation formats||
|API sandbox or test environment||Yes|
|Description of customisation||There are extensive ‘self-service’ facilities for customisation and customer self-service including a Business Process & Rules Engine and System Administration Tools for configuration of rules, policies and security permissions and for document management workflows like version control, expiry/retention management and detailed auditing. For example, configurable business rules for the management, retention, expiry and disposal of documents to support records and retention policies. EDM has a ‘metadata-driven’ architecture and does not necessitate the creation and maintenance of file plans in order to better enable dynamic business rules, record & document security references, workflows, virtual folders & documents, presentation & tracking of status and descriptions. Metadata schema taxonomies are unlimited and generated/managed per installation so the Customer can have as many metadata attributes as is desired. This ensures that metadata attributes, security and record/document search, retrieval & file storage are managed consistently & perform optimally throughout each ERDMS/SUV installation. Fully granular security is provided as standard. User interfaces, system components, functions within each component and even data items, documents, content and metadata attributes can be restricted via user role or group to enable complete system functionality customisation to restrict data, documents and content for specific users, groups, departments or purposes.|
|Independence of resources||
We provide a dedicated, (physical or virtual) server & storage cluster per customer rather than a multi-tenant cloud based service. This improves security, system management and offers guarantees in performance. Folding Space software is developed with industry standard scalable Microsoft.NET Framework and SQL database server technologies.
Extensive Performance and Load tests are performed to ensure that our systems are both resilient and scalable. C# is used to program WCF Web Services, ASP.NET websites, and rich HTML5 user interfaces.
EDM provides for horizontally scalable solutions which support multi-nodes at application and data levels for the highest levels of security and integrity.
|Service usage metrics||Yes|
The data-windfall from an EDM implementation falls into two areas: Audit information - MI on usage patterns and Document & Record statistics.
Authorised Users have the ability to export such data at will, to build their own data relationships and reports directly using BI tools such as SQL Reporting, Crystal Reports, QlikView and similar.
Optionally, Folding Space provide our DCV – Dashboards, Charting & Visualisation Toolset as a web service that enables real-time data reporting & presentation. Folding Space DCV enables easy, instant reporting across the organization with user permissions defining what they can (and cannot) see.
|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||Supplier-defined controls|
|Penetration testing frequency||At least once a year|
|Penetration testing approach||Another external penetration testing organisation|
|Protecting data at rest||
|Data sanitisation process||Yes|
|Data sanitisation type||
|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||
Users can export individual documents or any selection of documents (or virtually assembled documents vis Bookmarking or Extraction facilities) as PDF copies directly from within the EDM.
EDM also provides the ability for users to search, filter & then export or print.
EDM system administration also enables the batch exporting of documents and records.
|Data export formats||
|Other data export formats||
|Data import formats||
|Other data import formats||
|Data protection between buyer and supplier networks||
|Other protection between networks||
CPA Foundation VPN Gateway
TLS (HTTPS or VPN) version 1.2 or later
Legacy SSL or TLS (HTTPS or VPN)
|Data protection within supplier network||
Availability and resilience
|Guaranteed availability||Managed Hosting Service Level Agreement: Network Connectivity will be 100% available, excluding maintenance. Data Centre will be 100% available including power and cooling, excluding maintenance. Hardware Problems with servers, firewalls, load-balancers, and switches will be fixed within 1 hour of fault diagnosis. Hardware problems with SAN equipment will be fixed within 4 hours of problem identification. High availability network devices will be 100% available. The EDM design approach includes a proposed multi-node load balanced environment at the application level with no single points of failure to meet the SLA's. Maintenance and upgrades are always planned and scheduled in partnership with the Customer and designed so as to avoid or minimise downtime. The multi-node load balanced approach enables individual application servers to be taken out of the load balancer for upgrades or maintenance on a staged basis.|
|Approach to resilience||
Externally: independent penetration tests, security tests and performance tests have been successfully undertaken by customers such as Her Majesty's Courts Service, House of Commons, Foreign and Commonwealth Office, IPSA (Independent Parliamentary Standards Authority), Scottish Parliament and the Welsh Assembly as well as various NHS Trusts and Local Authorities.
Internally: EDM automatically audits every user interaction including date/time, user, device and audit action type and audit action description.
Server-side: Customer data is securely stored within the EDM Repository for use by the Customer alone. Similarly, the documents are securely stored within the File Store for use by Customer alone.
Software maintenance of the EDM by Folding Space does not normally touch upon the data or documents.
Updates/upgrades are planned and deployed to a test environment before going live.
We secure all data exchanges via HTTPS or SFTP. Our ‘thin’ client-side approach to data & document exchange means that data integrity and security is maximised as nothing is transferred from the secure server-side; it is merely accessed and viewed (i.e. not stored locally).
The EDM Customer Support Portal includes a facility for automated alerts sent to the Customer and to internal designated staff responsible for resolving support issues. This Portal provides a complete environment for feedback & communications incorporating an incident logging, triage response and issue/fix monitoring service; effectively, a complete structured, threaded and audited case management & acceptance testing system.
The Customer Support Portal is also used internally by the technicians committed to the project and which is reviewed and authorised by our Technical and QA Management with escalation to the relevant Director.
Identity and authentication
|User authentication needed||Yes|
|Access restrictions in management interfaces and support channels||
EDM includes a Security Oversight Programme which enables administrators to grant access rights, privileges and permissions for individual users and groups of users based upon any document or record metadata attribute as well as against specific documents and records where metadata is not a reliable identifier for application of security.
In addition to standard permit/deny access levels EDM also provides a Break Glass facility whereby users who do not have access by default but can request access in emergency which is automatically granted for 60 minutes, and an audit alert recorded for the Break Glass instance.
|Access restriction testing frequency||At least every 6 months|
|Management access authentication||
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
|ISO/IEC 27001 certification||Yes|
|Who accredited the ISO/IEC 27001||QMS International Ltd|
|ISO/IEC 27001 accreditation date||16/05/2019|
|What the ISO/IEC 27001 doesn’t cover||Nothing|
|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||No|
|Security governance approach||
Folding Space systems are designed, built, operated and tested by Prince2 and ITIL accredited practitioners to ISO 9000 and ISO 27001 quality assurance procedure standards. We are ISO 27001 Certified.
ERDMS supports complete document & record management in compliance with all national standards & guidelines, including the NHS and HMRC and other similar UK standards like:
Cabinet Office: e-Government Metadata Standard
JISC Digital Media: Directory of Metadata Schemas and Related Standards (Higher Education)
The National Archives: Electronic Records Management Systems - Metadata Standard
|Information security policies and processes||
Folding Space ISO27001 ISMS Policy document available upon request.
An Information Asset Register (IAR) for logging and tracking the receipt and usage of 3rd Party Data is maintained by Folding Space. The National Archives IAR template has been extended and is used by Folding Space in recognition of the nature of the Folding Space business and the diversity of data received from various 3rd Parties (e.g. customers, partners.)
The Folding Space Compliance Manager is responsible for the creation, maintenance and monitoring of the Information Asset Register.
The intended recipient of any information asset supplied from outside the company is responsible for pre-receipt alerting and registering the asset with the Compliance Manager immediately upon receipt.
The Folding Space Technical Manager or Project & Support Manager are responsible for the secure access, deployment and storage of each information asset.
Information assets can only be accessed by individuals that have appropriate authorisation according to the classification of the information and their need to access for work purposes.
The Technical Manager or Project & Support Manager are responsible for the return or destruction of the information asset as determined by the Compliance Manager and in agreement the relevant Asset Owner.
|Configuration and change management standard||Supplier-defined controls|
|Configuration and change management approach||
All CCN's are logged in the Folding Space Customer Support Portal . An Account Manager ensures continued direct liaison and communications between all parties. We assign an accredited Prince2 Practitioner for the full project lifecycle and ongoing support, as well as assigning a Director of the company to undertake strategic and overall responsibility for the project.
All these measures fully support the establishment and successful operation of an ITIL-aligned Change Request & Control process.
|Vulnerability management type||Supplier-defined controls|
|Vulnerability management approach||Risk management is aligned to ISO27001 and is driven from Board level. Regular vulnerability testing identifies potential threats, vulnerabilities and mitigates risks through appropriate controls to reduce the risks to people, information and infrastructure to an acceptable level. This process takes full account of relevant statutory obligations and protections, including the Data Protection Act, Freedom of Information Act, the Official Secrets Act, Equality Act and the Serious Organised Crime and Police Act.|
|Protective monitoring type||Conforms to a recognised standard, for example CSA CCM v3.0 or SSAE-16 / ISAE 3402|
|Protective monitoring approach||
Technical support is provided as per the agreed SLA. System and software support is provided via system health monitoring and in response to feedback received via the Support Portal.
In an on-premise installation, remote diagnostics and operational technical remedial investigation/action is provided.
In a Managed Hosted Service we monitor Firewall CPU, Memory, network interface utilisation, system disk usage, port status for Windows services and Ping monitoring and, if thresholds are exceeded, generate an automated support ticket. In addition, we also configure a URL monitoring check.
Typically, penetration testing cycles are agreed with the Customer for the duration of the contract.
|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||
Incidents are managed via the Customer Support Portal.
Once logged and escalated all calls are reviewed, triaged, categorised and worked towards resolution in line with the agreed SLA.
Folding Space agree acceptable response times for business critical application processes with the Customer, these are then measured and analysed in quarterly service review meetings. Any failure to comply with these measurements automatically invokes high priority support cases.
A management escalation procedure is also agreed to ensure that issues requiring direct management intervention are in place. Typically, this encompasses invocation of a chain of command, emergency and out of hours contact facilities.
|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
|Connection to public sector networks||No|
|Price||£5 to £25 per user per month|
|Discount for educational organisations||Yes|
|Free trial available||No|