Netpremacy Limited

AODocs Team Folders & Document Management

AODocs turns G Suite (Google Drive) into a corporate file server or DMS: a centrally-managed, consistent folder structure that all users can access directly from their My Drive home page, without asking for the link from their co-workers. Also includes an optional document workflow engine and a SharePoint migration connector.

Features

  • Corporate file ownership
  • Folder integrity protection
  • File loss prevention
  • File recovery
  • Office files collaboration, lock files against concurrent modifications
  • View document’s parent folder path in the Google Docs editor
  • Search in folder, narrow keyword search to a specific folder
  • Automatically add a Team Folder to the users’ My Drive
  • Easily access all your Team Folders from Google Drive
  • Document life cycle management and workflow

Benefits

  • Secured sharing – prevent users from sharing files or folders
  • Prevent end users from creating, renaming, moving sub-folders
  • Template and replicate your folder structure to multiple Team Folders
  • Apply folder sharing permissions to all it's files and subfolders
  • Configure white lists for external sharing control
  • Tag your documents with any type of properties
  • Custom document views by selecting columns, sort order, and filters
  • Advanced search e.g keywords, metadata, date ranges and numerical values
  • Tag documents with geographic location data
  • Check-in/Check-out – prevent concurrent modifications and enforce version control

Pricing

£29 per user per year

  • Education pricing available
  • Free trial available

Service documents

G-Cloud 9

815872821414536

Netpremacy Limited

Andrew Eden

0113 366 2008

aeden@netpremacy.com

Service scope

Service scope
Software add-on or extension Yes
What software services is the service an extension to AODocs is an add-on to Google Drive within the G Suite solution. It involves deploying a Chrome browser extension and enhances the native G Suite offerings to provide standard file share functionality or with optional workflow and enhanced functions like metadata, check in/out, and versioning, can offer full DMS capability.
Cloud deployment model Public cloud
Service constraints No
System requirements
  • Google G Suite Basic with storage or G Suite Business
  • A modern web browser is required

User support

User support
Email or online ticketing support Yes, at extra cost
Support response times Reseller support is optional and subject to the Terms and Conditions supplied under our separate Cloud Services entry for premium support services
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 No
Support levels AODocs support is a single level of support and is provided via the reseller as part of the license cost.
Support available to third parties No

Onboarding and offboarding

Onboarding and offboarding
Getting started Netpremacy provides onsite training, online training and AODocs provide a wealth of user documentation and online knowledge based articles.
Service documentation Yes
Documentation formats HTML
End-of-contract data extraction Your underlying data is held in G Suite (Google Drive) folders and as such if your organisation decides to leave AODocs and G Suite, your users can take their data with them. They can export all their documents and then they can import the data to your new provider. More information on the export process can be found here: https://support.google.com/a/answer/100458?hl=en#all
If you decide to simply stop using AODocs, the AODocs components can be uninstalled and your organisation can continue with native Google Drive.
End-of-contract process Access to the G Suite instance will be terminated and all data will be removed from all Google systems within 180 business days assuming a complete move away from AODocs and G Suite is requested.

Assuming just a request to cease using AODocs and continue with native G Suite/Google Drive functionality, the AODocs component can be removed and the data is simply held in Google Drive folders.

Using the service

Using the service
Web browser interface Yes
Supported browsers
  • Internet Explorer 8
  • Internet Explorer 9
  • Internet Explorer 10+
  • 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 Works with Google's standard mobile applications for iOS and Android which provide a bespoke user experience tailored to the operating system in question, users have native Google functions on mobile. Or via mobile web browser support included which provides an equivalent experience to the desktop environment.
Accessibility standards WCAG 2.0 AAA
Accessibility testing Working closely with Google’s conformance to WCAG 2.0 AAA guidelines which is documented in Google’s VPAT reports online here: https://support.google.com/a/answer/2821355?hl=en#h4_vpats
API No
Customisation available No

Scaling

Scaling
Independence of resources AODocs is powered by Google's massively scaleable infrastructure which already services more than 1 Billion users. The addition of any practicable number of users has a very low impact. Metadata and other functions are held in Google Cloud Platform which is a similarly scaleable infrastructure.

Analytics

Analytics
Service usage metrics Yes
Metrics types Number of documents created in a library and custom AODocs statistics on demand
Reporting types Reports on request

Resellers

Resellers
Supplier type Reseller providing extra support
Organisation whose services are being resold AODocs/Altirnao

Staff security

Staff security
Staff security clearance Other security clearance
Government security clearance Up to Security Clearance (SC)

Asset protection

Asset protection
Knowledge of data storage and processing locations Yes
Data storage and processing locations EU-US Privacy Shield agreement locations
User control over data storage and processing locations No
Datacentre security standards Complies with a recognised standard (for example CSA CCM version 3.0)
Penetration testing frequency At least every 6 months
Penetration testing approach In-house
Protecting data at rest
  • Physical access control, complying with CSA CCM v3.0
  • Physical access control, complying with SSAE-16 / ISAE 3402
  • Physical access control, complying with another standard
  • Encryption of all physical media
  • Scale, obfuscating techniques, or data storage sharding
  • Other
Other data at rest protection approach Data is encrypted at rest using AES encryption, data sharding and key rotation. Physical access control is also compliant with SSAE-16
Data sanitisation process Yes
Data sanitisation type Explicit overwriting of storage before reallocation
Equipment disposal approach In-house destruction process

Data importing and exporting

Data importing and exporting
Data export approach An AODocs Administrator can perform a right mouse click function to export the underlying Google Drive folder, subject to access permissions. Individual users cannot export data from an AODocs folder.
Data export formats
  • CSV
  • ODF
  • Other
Other data export formats
  • DOCX
  • PPTX
  • PDF
  • XLXS
Data import formats
  • CSV
  • ODF
  • Other
Other data import formats
  • DOCX
  • PDF
  • PPTX
  • XLXS
  • TIFF
  • JPG
  • MP4

Data-in-transit protection

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

Availability and resilience

Availability and resilience
Guaranteed availability Contractually Google's Service Level is guaranteed to 99.9% availability for any calendar month and backed with service credits. Definitions and service credits are described at https://gsuite.google.com/intl/en-GB/terms/sla.html.
Approach to resilience All data is redundantly stored across a minimum of 3 data centres, and all services are designed to leverage the redundant data centre infrastructure powering Google services.
Outage reporting Service outages for AODocs are reported via the reseller channel. Google provides customer alerts and a public uptime dashboard here: https://www.google.com/appsstatus#hl=en-GB&v=status. The dashboard advises across the G Suite services on degradation or downtime.

Identity and authentication

Identity and authentication
User authentication needed Yes
User authentication
  • 2-factor authentication
  • Identity federation with existing provider (for example Google Apps)
  • Username or password
Access restrictions in management interfaces and support channels Depending on administrator preference, users can be signed in via a federated identity service, including AD or use G Suite as their identity backend. 2 Factor authentication is supported and can be enforced. Administrative access privileges are granted separately to individual users.
Access restriction testing frequency At least every 6 months
Management access authentication
  • 2-factor authentication
  • Identity federation with existing provider (for example Google Apps)
  • 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 Between 1 month and 6 months
Access to supplier activity audit information Users have access to real-time audit information
How long supplier audit data is stored for Between 1 month and 6 months
How long system logs are stored for Between 1 month and 6 months

Standards and certifications

Standards and certifications
ISO/IEC 27001 certification Yes
Who accredited the ISO/IEC 27001 Ernst & Young
ISO/IEC 27001 accreditation date 15/04/2015
What the ISO/IEC 27001 doesn’t cover Any service not listed on the ISO certificate is not covered.
ISO 28000:2007 certification No
CSA STAR certification Yes
CSA STAR accreditation date 31/01/2017
CSA STAR certification level Level 1: CSA STAR Self-Assessment
What the CSA STAR doesn’t cover N/A
PCI certification No
Other security accreditations Yes
Any other security accreditations SOC2, SOC3, ISO 27001, ISO 27017, ISO 27018, FedRamp ATO

Security governance

Security governance
Named board-level person responsible for service security Yes
Security governance accreditation Yes
Security governance standards Other
Other security governance standards AODocs is SOC2 certified, which means that AODocs internal processes for HR, support and operations are regularly assessed by an independent audit firm, who validates the compliance of our internal controls with the SOC2 framework. Our latest SOC2 audit report is available to our customers upon request.
Information security policies and processes Our customers and regulators expect independent verification of security, privacy and compliance controls. AODocs undergoes several independent third party audits on a regular basis to provide this assurance. This means that an independent auditor has examined the controls present in our data centres, infrastructure and operations.

Operational security

Operational security
Configuration and change management standard Conforms to a recognised standard, for example CSA CCM v3.0 or SSAE-16 / ISAE 3402
Configuration and change management approach In AODocs production environments, software updates are manually vetted to ensure the stability of the system. Changes are then tested and cautiously rolled out to systems. All development work is separated from the operation systems, testing occurs in a multi-staged fashion in both environments and in dedicated test settings. AODocs can share, under NDA, the SOC2 audit report (based on standards from the International Auditing and Assurance Standards Board) which describes the change management process. Additionally, changes to code go through a process of code review involving additional engineers.
Vulnerability management type Conforms to a recognised standard, for example CSA CCM v3.0 or SSAE-16 / ISAE 3402
Vulnerability management approach AODocs solutions run on Google infrastructure which vulnerability management process that actively scans for security threats using a combination of commercially available and purpose-built tools, intensive automated/manual penetration efforts, quality assurance processes, software security reviews and external audits. The vulnerability management team is responsible for tracking and following up on vulnerabilities. Once a vulnerability requiring remediation has been identified, it is logged, prioritised according to severity, and assigned an owner. The vulnerability management team tracks such issues and follows up frequently until they can verify that the issues have been remediated.
Protective monitoring type Supplier-defined controls
Protective monitoring approach Focused on information gathered from network traffic, employee actions on systems and outside knowledge of vulnerabilities. Traffic is inspected at many points for suspicious behaviour. Analysis is performed using open-source and commercial tools for traffic capture and parsing, supported by a correlation system built on top of Google technology. Analysis is supplemented by examining system logs for unusual behaviour, such as attempted access of customer data. Security engineers place standing alerts on public data repositories to look for security incidents that might affect company infrastructure. They actively review inbound security reports and monitor public mailing lists, blog posts, and wikis.
Incident management type Supplier-defined controls
Incident management approach If an incident occurs, the security team logs and prioritises it according to severity. Events directly impacting customers are assigned the highest priority. This process specifies courses of action, procedures for notification, escalation, mitigation, and documentation. AODocs incident management program is structured around NIST guidance on handling incidents. Key staff are trained in forensics and handling evidence in preparation for an event, including the use of third-party and proprietary tools. Testing of incident response plans is performed for key areas, such as systems that store sensitive customer information. Tests consider a variety of scenarios, including insider threats and software vulnerabilities.

Secure development

Secure development
Approach to secure software development best practice Supplier-defined process

Public sector networks

Public sector networks
Connection to public sector networks No

Pricing

Pricing
Price £29 per user per year
Discount for educational organisations Yes
Free trial available Yes
Description of free trial Prospective customers of AODocs can request a 30 day free trial of the system subject to providing Netpremacy with an understanding of the requirements and documented success criteria if running with a trial group of users. The version supplied is the same as the production software.

Documents

Documents
Pricing document View uploaded document
Terms and conditions document View uploaded document
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