Archive for the ‘Communications’ Category

Why ISO is right for us

Wednesday, August 8th, 2018

docSAFE is now ISO27001 accredited and – as the proud family – we are very pleased.

The whole point of an external body looking at what you do and how you do it is a huge sanity check. You can get caught up in your own bubble, especially if you create a product or service that is successful in a particular sector – for us it’s professionals (accountants, solicitors, financial services and some education). You focus on the product and how you develop it, keeping ahead of trends and requirements, motivated largely by client requests and needs.

To have a completely independent organisation with the authority and standards of ISO go through your processes and systems and give it the green light is important to us. We worked together over a fairly long period of time, refining and enhancing until we had ticked every last box.

It’s not the ISO accreditation we are proud of, it’s the end result and our clients’ satisfaction. After all, that’s all that really matters. But it doesn’t hurt to get it checked and approved externally by an organisation who has no interest in your business – beyond helping it improve.

Client-driven improvements to docSAFE

Tuesday, July 24th, 2018

There is a great story about a brand new American university where the building was created from scratch according to detailed architectural plans. It was furnished and populated with a fresh intake of students. The interesting part of the tale is the fact that the architects intentionally left out the creation of any pathways. The whole campus was grassed and the pathways were created naturally by the students over the course of the first term. After the tracks in the grass had been worn away, so the pathways were built.

We really enjoy this analogy as it reflects our own culture. We have created a carefully planned secure hub in docSAFE – it ticks all the boxes and offers a highly functional system used by thousands of professional firms and their clients. However, we listen to clients to update, refine and improve docSAFE. We have also set up a brand new forum in the latest version of docSAFE for clients to feedback their thoughts and requests.

Our latest developments are as a direct result of client requests – enhanced messaging and more detailed permission levels. If you would like to know more about those and docSAFE in general, give us a call and we can set you up with a demo of docSAFE and talk you through its direct benefits. And we’ll listen carefully  to your thoughts too.

The move towards the smaller supplier

Tuesday, June 12th, 2018

Many things in life come full circle – flared trousers and vinyl records for example. Back in the day, before the supermarket giants landed, we enjoyed the attentions of our local shopkeeper who served us exactly what we needed with individual attention and knowledge of our buying habits and lifestyle. Just like the re-emerging popularity of these service-led traditions, we believe many business sectors will follow this pattern.

Certainly in IT and business systems, much of the market-share gained by the big brand names are as a result of the buy out of smaller, specialist-knowledge businesses. At Online Practice, we have been developing docSAFE, our flagship secure portal product, for decades: refining, improving and adding functionality. We have responded to the requests and enquiries from our professional UK client base to create a product that does what is needed, and more.

We are all at the mercy of some of the larger corporations, it is inevitable that we have to use their services – such is their market domination. But, where avoidable, we would always choose the smaller supplier with its attention to detail, where our custom counts for something, where our requests are considered and, often, actioned. In this day of recycled traditions, we firmly believe the smaller suppliers are about to have their day.

If you contact us, you’ll talk to a real person, often Mike, the MD and the team around him.

GDPR – what you need to know

Monday, May 21st, 2018

To alleviate some of the worry or concern that the media (and social media in particular) is stirring up around the subject of GDPR, we have found a great resource that outines everything you need to know in an easy to digest format. It is produced by the ICO (Information Commissioner’s Office) and gives you a link to the different applications for GDPR. So, if you are a GDPR controller, marketer, processor or even the person who looks after the CCTV records, there is a link and checklist to help you work towards compliancy.

CLICK HERE FOR ICO GDPR CHECKLISTS

There is a lot to know but the key points are that you must have processes and policies in place that serve your organisation’s contacts. You must keep data safe and under control. You need to specify whose responsibility this is. All of this must be accountable and auditable in the case of an investigation. We can help with this through the secure docSAFE framework – we ensure that there is never any reason for information to leave the portal. You invite clients to access, view, collaborate and work within the same platform, with documents never needing to leave – even when they are being signed electronically. What’s more, we provide a full audit trail for accountability and security.

This isn’t new to us – we created docSAFE long before GDPR was a twinkle in the government’s eye so we have been working in this way for many years – along with hundreds of our professional clients.

Secure communications – embedded in everything we do

Tuesday, March 20th, 2018

Secure communications have become bywords for so many things – we define it as making sure that every way you communicate is safe from misappropriation in any form.

Your website – you may be quietly thinking that your website wouldn’t be of interest to a hacker – after all, you’re just a medium sized accountancy firm minding your own business. However – hackers do and can access your website for more than just the data. We were asked to look at a brand new client site recently and found hundreds of hidden links that took visitors away from the website. We soon sorted out a new website with extra layers of security to prevent it happening again.

Your emails – whether by human error or malicious intervention, data flying around via email simply isn’t secure. Sending sensitive (or indeed any) client information by email is subject to it going to the wrong person or leaving it open for attack. We offer a secure portal where the information stays within the confines of docSAFE – available to be accessed, collected, collaborated on, signed or exchanged – all with complete confidence. Our document exchange system allows you to also send messages, not just exchange files.

Ask us more – we build and develop docSAFE like a multi-layered fortress: safe, secure and effective. Your clients will thank you for it.

Take the next step, call us today
0121 794 0685