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Frequently Asked Questions

This section is divided into a number of subheadings to help you browse to the answers you are looking for.

Is my data secure on the internet?

Security from Employees
Security from Hackers
Security in transmission
Backups and Resilience

Pricing

How do you manage what users can do?
Are there any other costs?

Product

Why don't you offer an online free trial?
How easy is it to change a system that is running?
Can it talk to other systems?

Is my data secure on the internet?

Security from Employees Heading> Top>>

The vast majority of security breaches and data theft is undertaken by disgruntled employess or recent ex-employees. Since you have already given them trusted access to your data, there is little that you can do to control any abuse of that access. With conventional systems and records such abuse is almost untraceable. Our systems have several levels of defences:

• Security Groups: All users are assigned to specific security groups, and access to areas of the system is restricted to members of authorised security groups. You can therefore control what information each employees can see.
• Login Expiry: Every authorised user account has a defined expiry date, and can also be switched off immediately if required. You can therefore immediately switch off access at any time with a simple click of a mouse.
• Detailed Audit Trail: Because the system maintains a full audit trail, in the event that you have reason to suspect inappropriate use of your information, you can interrogate the records to establish exactly what information a particular user has accessed.
• IP Address Record: Every user login to the system records the IP address (i.e. where on the internet) from which the user is contacting the system. Thus it is possible to see if employees are accessing records from their home PC where this is not a normal part of their role.

Security from Hackers Heading> Top>>

Our systems are written in accordance with current Best Practice standards for secure development. We undertake vulnerability testing at all stages of development, and run regular automated test tools to ensure security is maintained. The specific details of the different attack risks and measures taken to neutralise them are outside the scope of this note, although we should be delighted to answer any specific questions you may have.

Security in transmission Heading> Top>>

All customer systems operate under SSL encryption standard, from our third-party certified servers. This ensures that the connection between the user's browser and the server is encrypted so that the content of the information passed between them remains secure.

Backups and Resilience Heading> Top>>

We maintain real-time backups by "mirroring" all communications to a second server in a remote datacentre. This ensures that, in the event of a complete loss of the primary datacentre, customers could be redirected to the backup servers within a matter of minutes.
There is no need for any delay in restoring backups, since the backup server is updated in real time. In addition to this, each server runs redundant hard disc arrays and all databases are backed up on an automatic schedule. If for any reason it were necessary to restore a customer system from these backups, our tested time to recovery is less than one hour.

Pricing

How do you manage what users can do? Heading> Top>>

Everyone who is identified on your system can be set up as a "User", be they staff, customers, business partners or suppliers. Each can be given a login and access rights to see whatever information you want them to see. Rather than try and second-guess the limits of what you want them to be able to see and do, and set different "licence types" or similar artificial arrangements, our genuine pay-as-you-use billing means you can grant everyone access to whatever is relevant and value-adding to them. If you later find that their use of the information is ineffective and does not justify its cost, simply switch off their access rights. No existing data will be affected.

Are there any other costs? Heading> Top>>

You will get more out of your use of the system if we help you set it up to do what you want. This normally entails some billable consulting services to help you load your existing data and set up users and access rights. This can take as little as two days, altough a more typical figure for an organisation with five to fifteen people using the system would be around seven to ten days. Some of this work involves clarifying your internal procedures to be supported by the system. If you have a suitable member of your team or an existing relationship with an external business advisor or consultant, their involvement can often simplify and speed up this task.

Product Top>>

Why don't you offer an online free trial? Heading> Top>>

We are happy to set up free trials for potential customers with a genuine interest in using our services. However, in our experience you will get a great deal more out of your trial if we first have a conversation or two to understand what you are trying to achieve with the system.

How easy is it to change a system that is running? Heading> Top>>

Very, very easy. When we put together systems, we set up the screens and contents through a web browser, so appropriate people within your team can have equivalent access to alter the labelling or content of different parts of your system or even add whole new areas to meet your needs. With our brilliant pricing model, neither of us needs worry about any user access rights or licensing issue: you just need to decide on the value of the additional information the changes will give you.

Can it talk to other systems? Heading> Top>>

Yes. Within our existing customer systems, we have experience of exchanging data with a range of other business applications, from Sage to SAP. Your requirements in this area would normally be defined during the initial set up period.

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