16. Evidence register Tools and Systems
16.1 Information assets, repositories and Software Tools
All information assets, repositories and software tools are organised as Cloud services with default back-up and restore mechanisms, version control, enabling location and device independent work environment.
The management team has administrative access to all tools, via Bitwarden. Team members have access to the different tools based on roles, managed by the respective process owners. The following tools are used.
| Software tool | Access beyond mgt | Service provider |
|---|---|---|
| Communication | ||
| Website domain openremote.org | - | DNS, redirect |
| Website domain openremote.com | - | DNS, redirect |
| Website domain openremote.io and countries | UX and Motion designer, Maintainer | DNS, AWS Lightsail |
| E-mail server | - | Google Workspace |
| E-mail marketing | - | Mailchimp |
| Video Channel OpenRemotePro | - | YouTube |
| Internal communication channels | All (write) | Slack |
| Forum | All (write) | Discourse |
| X | - | |
| Linkedin Company page | CEO | |
| - | ||
| Development environment & Services | ||
| Code repository and planning | All (write) | GitHub |
| Apple Appstore account | Developers | |
| Google Play account | Developers | |
| Project server hosting | Developers project (manage) | AWS, Hetzner, a.o. |
| Build artefacts | Developers | Docker Hub, Maven Central, NPM |
| Health Monitoring Service | Developers | AWS CloudWatch |
| Sales & Project management | ||
| CRM | Sales, Product owner | Zoho CRM |
| Project planning | All (per project) | GitHub |
| Documentation network drive | Project team | Google Workspace |
| Financial | ||
| Accountancy | Financial Controller | Snelstart |
| Payroll system | Financial Controller | Visma |
| Bank account | Financial Controller |
16.2 Reporting and Documentation
To support the processes several documents are available to document the activities within these processes, monitor their performance, define and track improvements, and communicate to relevant stakeholders. Below is the list of available documentation, the owner, access rights, and its location. Documents are stored and backed up and archived indefinitely.
| Report or document | Owner | Access beyond management | Location |
|---|---|---|---|
| Weekly meeting summary | CEO/CTO | All | Network drive |
| Half yearly meeting summary | CEO | All | Network Drive |
| Project communication | Project manager | Project team | Network Drive, Slack |
| Project timesheets | Project manager | Project team | Network drive |
| Strategy document | Management team | All | Network Drive |
| Customer leads and contacts | CEO | Sales | CRM system |
| Pipeline time and effort | CEO | All | Network Drive |
| Project proposals | Project manager | All | Network Drive |
| Purchase orders | CEO | Project manager | Network Drive |
| Commercial license agreements | CEO | Project manager | Network Drive |
| Development code | CTO | All | GitHub |
| Documentation | CTO | All | GitHub repo |
| Roadmap and product requirements | Product owner | All | Network Drive |
| Sprint planning | Product owner | All | GitHub |
| Health status reports | CTO | All | CloudWatch |
| Community communication | CEO, CTO | All | Discourse |
| Contributor license agreements | CTO | Network Drive | |
| Stock agreements | CEO | Only Chairman Board | Network Drive |
| Consultancy agreements | CEO | Only Chairman Board | Network Drive |
| Employee contracts | CEO | Only Chairman Board | Network Drive |
| Work regulations | CEO | All | Network Drive |
| Risk management register | CEO | All | Network Drive |
| Quality KPIs and improvement | CEO | All | Network Drive |
| Data security and improvement | CEO | All | Network Drive |
| Business Continuity | CEO | All | Network Drive |
| Disaster Recovery | CEO | All | Network Drive |
| Project pricing and costs sheet | CEO | Project managers | Network Drive |
| Financial project monitoring | CEO | Only Chairman Board | Network Drive |
| OPEX monitoring | CEO | Only Chairman Board | Network Drive |
| Tax reporting | Financial Controller1 | ||
| Quality handbook (including references) | CEO | All | Online handbook |
16.3 Access Control to Tools
Access to organisational tools and platforms is managed according to user roles and responsibilities. Administrative access is restricted to authorised personnel and protected through secure authentication mechanisms.
Access permissions are reviewed periodically to ensure they remain appropriate.