Docuflow Ltd

DocuPoD - Hybrid Mail

Mail can be sent directly from your desktop to a production mail centre to be delivered by Royal Mail, main benefits are it is less expensive than traditional mail methods when all costs are factored in and is quicker as you are not leaving your computer to post.


  • Easy to use
  • Quick to implement
  • Secure Production Print & Mail Facility
  • Real time mail
  • Delivered by Royal Mail
  • Similar to a print driver to access the mail portal
  • SLA's provided
  • Can be accessed from any where
  • Low maintenance
  • Support provided


  • Speeds up the mail process
  • Accessed from a computer/tablet
  • Less expensive than franking and stamps
  • No investment in hardware
  • Pay as you use
  • No minimum charges
  • Audit Trail
  • Visibility of service
  • Colour is the same price as mono
  • Reporting on each user


£0.45 to £0.45 per unit

  • Free trial available

Service documents

G-Cloud 11


Docuflow Ltd

Chris Rowlands

0333 577 4900

Service scope

Service scope
Software add-on or extension No
Cloud deployment model
  • Public cloud
  • Private cloud
Service constraints Occasional planned maintenance out of business hours users informed prior too.
System requirements
  • Windows environment
  • Free test license available prior to any implementation

User support

User support
Email or online ticketing support Yes, at extra cost
Support response times Monday to Friday normally within 2 hours.
User can manage status and priority of support tickets No
Phone support Yes
Phone support availability 9 to 5 (UK time), Monday to Friday
Web chat support Web chat
Web chat support availability 9 to 5 (UK time), Monday to Friday
Web chat support accessibility standard WCAG 2.1 AAA
Web chat accessibility testing Users can contact on our website with issues, preferred method is e-mail for logging purposes.
Onsite support Yes, at extra cost
Support levels We provide remote support as part of any agreement at no extra costs, we aim to have any issues resolved with the service within 24 hrs, however issues should not affect a users ability to use the service which is fully ISO accredited.
Support available to third parties Yes

Onboarding and offboarding

Onboarding and offboarding
Getting started We provide user documentation and on-line training, it is a very simple service to use, if users have questions after training support is foc.
Service documentation Yes
Documentation formats PDF
End-of-contract data extraction There is no data to extract as once mailed data is deleted after a set period and the accounts can be permanently deleted at any time.
End-of-contract process There are no additional costs to use the service for usage or support.

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
  • Safari 9+
  • Opera
Application to install Yes
Compatible operating systems Windows
Designed for use on mobile devices No
Service interface No
Customisation available No


Independence of resources We provide an agreed KPI and SLA to ensure performance.


Service usage metrics Yes
Metrics types We provide a usage report at the end of each month
Reporting types Regular reports


Supplier type Reseller providing extra features and support
Organisation whose services are being resold The post is sent to PHD mail for processing

Staff security

Staff security
Staff security clearance Conforms to BS7858:2012
Government security clearance Up to Developed Vetting (DV)

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 No
Datacentre security standards Supplier-defined controls
Penetration testing frequency At least every 6 months
Penetration testing approach In-house
Protecting data at rest
  • Physical access control, complying with another standard
  • Encryption of all physical media
Data sanitisation process Yes
Data sanitisation type Deleted data can’t be directly accessed
Equipment disposal approach In-house destruction process

Data importing and exporting

Data importing and exporting
Data export approach At the end of each month a pdf usage report is provided, this can also be delivered by e-mail on request.
Data export formats Other
Other data export formats PDF
Data import formats Other
Other data import formats Data is uploaded as word or PDF

Data-in-transit protection

Data-in-transit protection
Data protection between buyer and supplier networks
  • Private network or public sector network
  • Other
Other protection between networks We also provide the ability to communicate through an encrypted communication portal which we use to converse sensitive conversations and data.
Data protection within supplier network IPsec or TLS VPN gateway

Availability and resilience

Availability and resilience
Guaranteed availability 99% up-time at no time should a user be without the service and post will always go out within the agreed SLA and KPI, there is a duplicate disaster recovery site two miles from the main site which in case of complete site failure can be live within in a matter of hours, our standard standard penalty for in-hours downtime is £45.00 per hour.
Approach to resilience The print and post is printed at a main location in case of "disaster" there is a second duplicate site fully maintained available for production in a matter of hours should the main site go down.
Outage reporting E-mail alerts

Identity and authentication

Identity and authentication
User authentication needed Yes
User authentication Username or password
Access restrictions in management interfaces and support channels Different users and groups have different levels of access and administration, which when they log in under their user name is automatically enforced.
Access restriction testing frequency At least every 6 months
Management access 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 Less than 1 month
Access to supplier activity audit information Users receive audit information on a regular basis
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 EXOVA BMTRADA
ISO/IEC 27001 accreditation date 23/10/2017
What the ISO/IEC 27001 doesn’t cover Every procedure within the mail centre has been audited and accredited with 27001 any processes outside mail/documents are not included.
ISO 28000:2007 certification No
CSA STAR certification No
PCI certification No
Other security certifications Yes
Any other security certifications Mail centre is - ISO 9001:2015

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 policy is maintained by the mail centre as below as they are the data processor;

The objective of Information Security is to ensure business continuity and minimise business damage by preventing and minimising the impact of security incidents. In particular, information assets must be protected in order to ensure:
1. Confidentiality i.e. protection against unauthorised disclosure
2. Integrity i.e. protection against unauthorised or accidental modification
3. Availability as and when required in pursuance of the Organisation’s business objectives.
To ensure that this objective is met the Organisation has implemented an Information Security Management System within which it has set a number of S.M.A.R.T. objectives which can be used to demonstrate Continual Improvement of this System.

Operational security

Operational security
Configuration and change management standard Supplier-defined controls
Configuration and change management approach Configuration management and change management plan included below processes

• Identify
• Change control process – How will changes be reported,
• Process tracking log
• Accountability
• Library
• Release
• Audits

At each stage each component is assessed and reviewed to ensure compliance and security if changes are made these are individually assessed to ensure no breach of security.
Vulnerability management type Supplier-defined controls
Vulnerability management approach To confirm
Protective monitoring type Supplier-defined controls
Protective monitoring approach Back to
Incident management type Supplier-defined controls
Incident management approach Back to

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 £0.45 to £0.45 per unit
Discount for educational organisations No
Free trial available Yes
Description of free trial Fully functional version client would just pay for any usage which they are not restricted too, normally 30 days but longer if required.

Service documents

pdf document: Pricing document pdf document: Skills Framework for the Information Age rate card pdf document: Terms and conditions
Service documents
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