Docuflow Ltd

DocuPoD - Post on Demand - Hybrid Mail

Mail can be sent directly from your desktop to a production mail centre, 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 get your post into the Royal Mail postal stream

Features

  • 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

Benefits

  • 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

Pricing

£0.45 to £0.45 per unit

  • Free trial available

Service documents

Framework

G-Cloud 11

Service ID

8 6 5 3 2 4 8 1 3 4 2 5 2 7 5

Contact

Docuflow Ltd

Chris Rowlands

0333 577 4900

chris.rowlands@docuflow.co.uk

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

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

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

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
API
No
Customisation available
No

Scaling

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

Analytics

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

Resellers

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

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 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 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

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

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

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

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

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

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

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

Pricing

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

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