Doccentrics

CommsSender

CommsSender is a hybrid mail solution that outsources your printed letter delivery. This simple technology enables you to quickly shift from desktop printing and manual post handling to commercial printing. Instead of printing locally, employees simply print to a virtual printer where the documents are processed for fast, affordable delivery.

Features

  • Hybrid Mail solution via a print driver
  • Batch processing and postage
  • Address validation
  • Include printserts and inserts
  • Send documents via email (and post)
  • Envelop selection

Benefits

  • Reduces postage and production costs
  • Increases employee efficiencies by removing manual processes
  • Ensures brand consistency
  • More environmentally friendly than desktop printing
  • Improves speed of mail processing

Pricing

£5.00 per user per month

Service documents

Framework

G-Cloud 11

Service ID

8 9 4 6 3 5 2 5 7 7 7 7 2 3 9

Contact

Doccentrics

Simon Howell

0844 567 8987

simon.howell@doccentrics.com

Service scope

Software add-on or extension
Yes, but can also be used as a standalone service
What software services is the service an extension to
E-delivery, Archive, Template management (see CommsBuilder)
Cloud deployment model
Private cloud
Service constraints
No
System requirements
None

User support

Email or online ticketing support
Email or online ticketing
Support response times
Response times vary depending on severity and priority of the query. P1 (Critical) initial response within 30mins, resolution within 1 day. P2 (High) initial response within 1 hour, resolution within 2 days. P3 (Medium) initial response within 2 hours, resolution within 5 days. P4 (Low) initial response within 4 hours, resolution within 5 days.
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
No
Onsite support
Yes, at extra cost
Support levels
Support levels are agreed and priced as part of the service. All customers will be allocated an account manager and a support email/ number specific to their service.
Support available to third parties
Yes

Onboarding and offboarding

Getting started
A combination of on-site and off-site training (depending upon client requirements), as well as user documentation.
Service documentation
Yes
Documentation formats
PDF
End-of-contract data extraction
This will be agreed as part of the data retention agreement.
End-of-contract process
We will agree, as part of the contract, notice period for the service to cease. At the end of the contract users will be unable to access the interface.

Using the service

Web browser interface
Yes
Supported browsers
  • Internet Explorer 9
  • Internet Explorer 10
  • Internet Explorer 11
  • Microsoft Edge
  • Firefox
  • Chrome
  • Safari 9+
  • Opera
Application to install
No
Designed for use on mobile devices
No
Service interface
Yes
Description of service interface
The CommsSender interface is a user-friendly way for organisations to quickly digitise the process of traditional mail processing.

The web interface allows users to upload documents and customise the mail process for each communication. Users can add inserts, select envelope sizes, validate addresses, choose the delivery methods and create workflows for future use - helping to further increase efficiencies and achieve consistency.
Accessibility standards
None or don’t know
Description of accessibility
Users can access the interface via a web browser. The design can easily be customised by DocCentrics.
Accessibility testing
N/A - Assistive technologies can be integrated into the solution.
API
Yes
What users can and can't do using the API
An API can be used to send documents for processing and/or meta data for composing (depending on requirements).
API documentation
Yes
API documentation formats
Open API (also known as Swagger)
API sandbox or test environment
Yes
Customisation available
Yes
Description of customisation
The CommsSender interface and workflows can be fully customised to meet specific organisational requirements and processes. Some customisation can be done by users via the interface. Some customisation will require the expertise of DocCentrics.

Scaling

Independence of resources
We actively monitor system resources and automatically monitor resource utilisation. This can scale responsively,

Analytics

Service usage metrics
Yes
Metrics types
Number of users, volume of documents, types of documents, delivery methods, invalid documents, returned mail, availability, SLA performance and any KPI's agreed with the client.
Reporting types
  • Real-time dashboards
  • Regular reports
  • Reports on request

Resellers

Supplier type
Not a reseller

Staff security

Staff security clearance
Conforms to BS7858:2012
Government security clearance
Up to Security Clearance (SC)

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
Complies with a recognised standard (for example CSA CCM version 3.0)
Penetration testing frequency
At least every 6 months
Penetration testing approach
‘IT Health Check’ performed by a Tigerscheme qualified provider or a CREST-approved service provider
Protecting data at rest
  • Physical access control, complying with CSA CCM v3.0
  • Encryption of all physical media
  • Scale, obfuscating techniques, or data storage sharding
Data sanitisation process
Yes
Data sanitisation type
Deleted data can’t be directly accessed
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 download the finished communication and store as a PDF. User access to the portal allows a view of the communication. Data storage is agreed with the customer.
Data export formats
CSV
Data import formats
  • CSV
  • Other
Other data import formats
  • PDF
  • Microsoft Word
  • Any Windows format able to be submitted to a Print-Driver

Data-in-transit protection

Data protection between buyer and supplier networks
  • TLS (version 1.2 or above)
  • IPsec or TLS VPN gateway
Data protection within supplier network
TLS (version 1.2 or above)

Availability and resilience

Guaranteed availability
99.7%
Approach to resilience
Available on request
Outage reporting
Email alerts

Identity and authentication

User authentication needed
Yes
User authentication
  • 2-factor authentication
  • Public key authentication (including by TLS client certificate)
  • Identity federation with existing provider (for example Google Apps)
  • Dedicated link (for example VPN)
  • Username or password
Access restrictions in management interfaces and support channels
User authentication and IP whitelisting
Access restriction testing frequency
At least every 6 months
Management access authentication
  • 2-factor authentication
  • Identity federation with existing provider (for example Google Apps)
  • Dedicated link (for example VPN)
  • 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
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
ISO/IEC 27001 accreditation date
18/01/2017
What the ISO/IEC 27001 doesn’t cover
All areas of ISO27001 are covered and compliant
ISO 28000:2007 certification
No
CSA STAR certification
No
PCI certification
No
Other security certifications
Yes
Any other security certifications
Cyber Essentials

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
Information Security Policy available on request

Operational security

Configuration and change management standard
Supplier-defined controls
Configuration and change management approach
The status, location and configuration of service components (both hardware and software) are tracked throughout their lifetime. Changes to the service are assessed for potential security impact. The changes are managed and tracked through completion. Alerting and notifications are present.
Vulnerability management type
Conforms to a recognised standard, for example CSA CCM v3.0 or SSAE-16 / ISAE 3402
Vulnerability management approach
Potential new threats, vulnerabilities or exploitation techniques which could affect service are assessed and corrective action is taken. Relevant sources of information relating to threat, vulnerability and exploitation techniques are monitored. The severity of threats and vulnerability is considered within the context of the service and this information is used to prioritise the implementation of mitigations. Known vulnerabilities are tracked until mitigations have been deployed.
Protective monitoring type
Conforms to a recognised standard, for example CSA CCM v3.0 or SSAE-16 / ISAE 3402
Protective monitoring approach
The service generates adequate audit events to support the effective identification of suspicious activity. We operate a 'deny all' policy on access. Events are analysed to identify potential compromises or inappropriate use of the service. These are prioritised and scheduled. Prompt and appropriate action to address incidents are scheduled depending on priority.
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
We have an Incident Management Policy, which is covered under our ISO27001 accreditation. Users can report issues via the customer ticketing system and incident reports provided during and upon conclusion of the incident.

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
£5.00 per user per month
Discount for educational organisations
No
Free trial available
No

Service documents

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