AkitaBox

1. Initial Consultation and Planning

• Objective: Understand your organization’s unique needs, facilities, and current processes.
• Activities: Stakeholder meetings, requirements gathering, and defining project scope.
• Outcome: Customized implementation plan and timeline.

2. Data Collection and Asset Inventory

• Objective: Gather accurate facility and asset data.
• Activities: On-site data collection, verification of existing records, and digitalization of asset information.
• Outcome: Comprehensive, up-to-date facility and asset database.
• Customer Testimonial: “The data collection and implementation was a huge benefit. Getting all the asset information into a database where you can see it, add to it, and keep it accurate is so valuable.” – Reuben Van Tassel, Facilities Manager, Wood County

3. System Configuration and Integration

• Objective: Tailor AkitaBox to fit your workflows and integrate with existing systems (if needed).
• Activities: User permissions setup, workflow customization, and integration with other software (e.g., CMMS, ERP).
• Outcome: A system configured to your operational needs.

4. Training and Onboarding

• Objective: Ensure your team can effectively use AkitaBox.
• Activities: Hands-on training sessions, user guides, and ongoing support.
• Outcome: Confident, capable users ready to leverage the platform.

5. Go-Live and Optimization

• Objective: Launch AkitaBox for daily operations.
• Activities: System rollout, live support, and performance monitoring.
• Outcome: Smooth transition to digital facilities management.

6. Ongoing Support and Continuous Improvement

• Objective: Maximize long-term value and adapt to changing needs.
• Activities: Regular check-ins, updates, and access to resources (e.g., webinars, case studies).
• Outcome: Sustained success and continuous optimization.

• Customizable Data Fields and Forms: AkitaBox allows customization of data fields and preventive maintenance schedules to fit specific company requirements, enabling businesses to tailor workflows and asset information capture to their unique needs.

• Workflow Customization: Users can customize workflows such as work order management and maintenance scheduling to align with their operational processes, improving efficiency and relevance to their business.

• Integration with Third-Party Software: AkitaBox integrates with key industry tools like AutoDesk Revit for digital floor plans, RSMeans for cost data, and other ERP, accounting, and CMMS systems. This integration capability supports seamless data flow and enhances customization by connecting AkitaBox with existing business systems.

• Mobile Access and Field Data Capture: The AkitaBox Capture App allows field technicians to collect asset data directly on mobile devices, including photos, condition assessments, and manufacturer information. The app supports offline use and uses OCR technology to automatically extract asset details from photos, which can be customized based on asset types and data needs.

• Digital Floor Plans and Asset Mapping: The platform offers dynamic, location-based asset mapping on 2D digital floor plans that mirror physical buildings. Users can pin assets, attach documents, and customize the visualization to match their facility layouts and asset tracking preferences.

• Customizable Reporting: While standard and custom reports on work order status, maintenance costs, and asset performance are available, users can tailor reports to focus on metrics and KPIs relevant to their business.

• Pricing Model: AkitaBox pricing is quote-based and billed annually, with packages typically ranging from $100 to $500 per user or per asset, depending on the plan and scale of deployment.

• Setup Fees: Specific setup fees are not publicly disclosed but may apply depending on the complexity of the implementation, such as data migration, customization, and integration efforts. These are typically discussed during the sales consultation phase.

• Maintenance and Support: AkitaBox provides 24/7 customer support via phone, email, and online chat. Support services include a help desk, knowledge base, FAQ, training resources (documentation, live online, in-person, webinars, videos), and a customer community.

• Ongoing Costs: Maintenance and support are generally included in the subscription fee, but advanced support or additional training sessions may incur extra charges depending on the service level agreement.

• Comprehensive Onboarding and Configuration: AkitaBox begins with understanding each client’s unique facility challenges and configures the software accordingly to address those needs and optimize asset lifecycle management.

• Initial and Ongoing Training: Training is tailored to the client’s requirements, including helping new users learn the software and assisting experienced users with advanced features. Training formats include live sessions, webinars, documentation, and videos.

• Customer Success Team: A dedicated team provides expert guidance, timely support, and helps clients maximize the value of AkitaBox’s automated maintenance solutions. They assist with troubleshooting and operational goals to ensure user satisfaction and retention.

• 24/7 Support Access: Support is available via phone, email, and online chat to quickly resolve issues and answer questions, enabling users to spend more time managing their facilities effectively.

• User Resources: Additional resources such as a knowledge base, FAQs, and user communities are available to support continuous learning and problem-solving.

• Data Storage and Encryption: AkitaBox stores passwords and user data on protected database servers hosted on Amazon Web Services (AWS) located in the United States. Passwords are salted and hashed, never stored in plaintext.

• Document Security: Documents are stored in Amazon S3 with 256-bit Advanced Encryption Standard (AES) and rotating encryption keys. Data is redundantly stored across multiple facilities for high durability (99.99%).

• Data Backup and Redundancy: AkitaBox employs live redundancy with triple database replication and continuous real-time backups for point-in-time recovery in case of disasters.

• Access Control: Clients control access to their building data by inviting collaborators and assigning permissions (read-only, write, administrator). AkitaBox team access is restricted to technical staff for application administration only.

• Secure Web Traffic: All web traffic to and from AkitaBox is encrypted using HTTPS.

• Security Enhancements via JumpCloud: AkitaBox uses JumpCloud for centralized IT management, enforcing strong password policies, full disk encryption, single sign-on (SSO), patch management, multi-factor authentication (MFA), and network security. This supports compliance with standards like SOC 2 and prepares for future certifications.

• Frequency: AkitaBox frequently updates its software, sometimes multiple times per day, to deliver new features, upgrades, and performance improvements.

• Update Management: Most updates are performed without any service interruption. Scheduled maintenance that might affect service is communicated to customers at least 24 hours in advance.

• Inclusion in Subscription: All updates are included in the software subscription at no additional cost.

• User Impact: Updates are designed to be seamless, ensuring users have continuous access to the latest functionality without disruption.

• Data Ownership: Customers retain ownership of their data. AkitaBox respects user privacy and treats personal information in accordance with applicable privacy laws. The platform collects and uses personal information only as necessary to provide its services.

• Right to Data Portability: Users may request copies of the personal information they have provided to AkitaBox. The company commits to delivering this data in a structured, commonly used, and machine-readable format where possible. Alternatively, users can request that their data be sent directly to another business.

• Privacy and Data Handling: AkitaBox’s privacy policy includes provisions for data retention, user rights to access, correct, or delete personal information, and compliance with privacy regulations in various jurisdictions, including Canada and Mexico.

• Flexible Subscription Model: AkitaBox offers a quote-based, annual subscription pricing model that can be adjusted according to the size of the deployment and number of users or assets managed.

• Scalability: Organizations can scale their usage of AkitaBox up or down depending on changing needs, such as adding or removing users, expanding to additional facilities, or modifying feature sets.

• Contract Adjustments: Changes in subscription size or scope are typically handled through contract amendments or renewals, allowing organizations to align their investment with current operational demands.

• Support During Scaling: AkitaBox’s customer success and support teams assist clients during scaling transitions to ensure smooth onboarding of additional users or sites and to maintain system performance.

• Renewal Process: AkitaBox contracts are typically annual and invoiced prior to the start of each renewal term. Customers are expected to pay subscription fees within 30 days of invoice receipt. Renewal is generally automatic unless the customer provides notice to cancel before the renewal period begins.

• Cancellation and Data Retention: If a customer chooses not to renew, they retain full ownership of their data and can export all their data from AkitaBox before contract termination. This ensures data portability and continuity even after ending the service.

• Late Payments: Payments not received within 30 days of invoice are subject to a late charge of 2% per month or the maximum rate allowed by law, whichever is lower.

• Contract Amendments: Changes to the contract, including scaling services up or down or adding new applications, require formal amendments signed by authorized representatives. Unauthorized changes or amendments are void.

• Multi-Term Contracts: Some contracts may be multi-term (up to five years) if mutually agreed upon, with provisions allowing termination or extension based on performance and acceptance milestones.

• No Obligation Beyond Fiscal Year: Payment obligations are subject to availability of funds for the next fiscal year, meaning the customer is not legally bound beyond the current fiscal year until funds are secured.

• Data Security and Privacy Compliance: AkitaBox employs strong security measures including encryption, access controls, and AWS infrastructure to protect data. It complies with privacy laws applicable to its users, including those in the United States, Canada, and Mexico.

• SOC 2 Readiness: AkitaBox uses IT management tools and security best practices aligned with SOC 2 standards, ensuring controls around security, availability, processing integrity, confidentiality, and privacy.

• Accessibility Compliance: The platform adheres to applicable federal and state laws, including the Americans with Disabilities Act (ADA), ensuring accessibility for users with disabilities.

• Audit and Record Retention: AkitaBox and its contractors comply with audit requirements and retain records for specified periods (e.g., five years) to support transparency and regulatory compliance.