Onna

Implementing Onna is designed to be smooth and strategic, guided by their Professional Services team. Here's a step-by-step breakdown of the typical implementation process:

1. Initial Consultation & Planning
   The process begins with a discovery session where Onna’s team works with your organization to understand your data environment, goals, and compliance needs. This helps define the scope of implementation and identify key data sources.

2. Onboarding via Onna Jumpstart
   Onna offers a structured onboarding program called Jumpstart, which accelerates deployment. This includes hands-on training, platform walkthroughs, and configuration support to ensure your team is ready to use Onna effectively from day one.

3. Connector Setup & Data Integration
   Onna’s team helps you connect your data sources—like Slack, Google Workspace, Microsoft 365, and others—using built-in or custom connectors. This step ensures real-time data ingestion and indexing begins smoothly.

4. Customization & Workflow Design
   Based on your business needs, Onna can be customized with custom connectors, custom reporting, and tailored workflows. This ensures the platform aligns with your internal processes, whether for legal hold, eDiscovery, or compliance.

5. Training & Enablement
   Expert-led training sessions are provided for your teams, including legal, IT, and compliance departments. These sessions are tailored to your use cases and can include advanced topics like smart actions, AI search, and data governance.

6. Testing & Validation
   Before going live, Onna conducts testing to validate data accuracy, connector performance, and workflow functionality. This ensures the platform is reliable and ready for production use.

7. Go-Live & Optimization
   Once validated, the platform goes live. Onna continues to support your team with ongoing optimization sessions, helping you refine workflows, improve data quality, and unlock more value from the platform.

8. Ongoing Support & Scaling
   Post-implementation, Onna offers technical support plans (Standard, Premium, and Premium Plus) and access to a dedicated support team. You can also scale the platform across departments or regions with help from Onna’s experts.

Typical Timeline:
The full implementation process can vary depending on the complexity of your environment, but with Onna Jumpstart, many organizations are up and running within a few weeks to a couple of months.

Onna is highly customizable to fit specific business needs. Here are the key customization options:

• Custom Connectors: If your organization uses tools not natively supported, Onna can build custom connectors via its Platform API.

• Custom Reporting: Onna offers tailored reporting solutions for insights not available through the standard UI.

• Workflow Automation: Smart actions and triggers can be configured to automate tasks like tagging, legal holds, or notifications.

• Tailored Training: Training programs are customized based on your team’s roles and use cases.

• Data Migration Services: Onna supports custom data migration strategies, including legacy system integration.

• Flexible Deployment: Options for cloud or on-premise deployment depending on your compliance and security requirements.

• Ongoing Optimization: Regular sessions to fine-tune the platform as your needs evolve.

Onna’s pricing is customized based on your organization’s needs, but there are a few additional cost areas to be aware of:

• Setup & Implementation Fees: While not explicitly listed, Onna offers a Professional Services package that includes onboarding, connector setup, and workflow customization. These services are typically billed separately and tailored to the complexity of your deployment.

• Support Charges: Onna provides a Standard support plan by default, which includes reliable assistance. However, you can upgrade to:
  • Premium Support – Offers faster response times and extended support hours.

  • Premium Plus Support – Includes dedicated support resources and specialized services for enterprise-level needs.

• Maintenance: Ongoing platform maintenance is generally included in the subscription, especially for cloud deployments. However, on-premise deployments may incur additional costs for infrastructure management and updates.

Onna offers a robust training and support ecosystem to ensure successful adoption:

• Onna Jumpstart Program: A structured onboarding experience that includes platform walkthroughs, connector setup, and hands-on training.

• Tailored Training: Customized sessions for legal, IT, and compliance teams based on your specific use cases

• Help Center: A self-service portal with guides, tutorials, FAQs, and product updates.

• Onna Community: A space to engage with product experts, get early access to features, and share feedback.

• Professional Services: Includes change management, implementation support, and strategic guidance to scale Onna across your organization

Onna takes enterprise data security very seriously and implements a wide range of protections:

• Cloud Infrastructure: Data is hosted on Google Cloud Platform (GCP) with options for on-premise deployment if preferred.

• SOC 2 Type II Certification: Validates Onna’s adherence to high standards in data security and operational controls.

• Penetration Testing: Annual third-party infrastructure and web application penetration tests are conducted.

• Bug Bounty Program: Ongoing program to identify and fix vulnerabilities through ethical hacking.

• Data Encryption: Data is encrypted both in transit and at rest.

• Access Controls: Role-based access and audit logs ensure only authorized users can access sensitive data.

• Compliance: Onna supports compliance with regulations like GDPR, HIPAA, and other data privacy laws.

Onna follows a continuous delivery model, meaning updates are rolled out regularly to ensure the platform remains secure, stable, and feature-rich. These updates include:

• Security patches
• Performance improvements
• New features and enhancements
• Connector updates to maintain compatibility with integrated platforms like Slack, Google Workspace, and Microsoft 365.

Updates are typically managed automatically for cloud-based deployments, requiring no manual intervention from the customer.

Onna maintains a clear and customer-centric policy on data ownership:

• You own your data: All data ingested into the Onna platform remains the property of the customer.

• Data portability: Onna supports data export in standard formats, allowing organizations to retrieve their data at any time. This is especially useful for compliance, audits, or transitioning to another system.

• APIs for access: Onna provides a robust Platform API that allows customers to programmatically access, extract, and manage their data, ensuring full control and flexibility

This approach aligns with global data protection regulations like GDPR, which emphasize user control over personal and organizational data.

Onna is built to scale with your organization’s evolving needs. Here’s how it supports scaling up or down:

• Elastic Infrastructure: Onna’s cloud-native architecture allows it to handle increasing volumes of data and users without performance degradation.

• Modular Licensing: You can add or remove connectors, users, or features based on your current requirements. This modular approach helps control costs while maintaining flexibility.

• Custom Workflows: As your use cases grow—from eDiscovery to AI integration—Onna can adapt with custom workflows, smart actions, and advanced automation.

• Professional Services: Onna offers strategic guidance and technical support to help scale the platform across departments or geographies.

• Support Tiers: You can upgrade your support plan (e.g., to Premium or Premium Plus) as your operational complexity increases.

• Contract Duration: Onna typically operates on a one-year license term, though longer terms can be agreed upon.

• Renewal: Contracts automatically renew at the end of each term unless either party provides notice of non-renewal. Payment for the renewal term is due on the first day of the new term.

• Cancellation: To cancel, customers must provide written notice before the renewal date. The exact notice period may be specified in the Order Form.

• No Refunds: Once a term has started, fees are non-refundable, even if the customer stops using the service before the term ends.

• Termination for Cause: Either party may terminate the agreement if the other party materially breaches the terms and fails to cure the breach within a specified period (typically 30 days).

• Data Access Post-Termination: Upon termination, customers may request access to their data for a limited time, but Onna is not obligated to retain data beyond that period unless required by law.

Onna is committed to maintaining high standards of security and regulatory compliance, especially for enterprise and legal use cases. Here are the key compliance frameworks and practices it adheres to, as outlined in its Trust Center:

• SOC 2 Type II Certification: Demonstrates Onna’s adherence to rigorous controls for security, availability, and confidentiality.

• GDPR Compliance: Onna complies with the General Data Protection Regulation, ensuring data subject rights and lawful processing of personal data.

• HIPAA Readiness: While not explicitly certified, Onna supports HIPAA-compliant environments for healthcare-related data governance.

• Data Processing Addendum (DPA): Incorporated into the Master Subscription Agreement, this outlines Onna’s responsibilities as a data processor.

• Role-Based Access Control (RBAC): Ensures only authorized users can access sensitive data.

• Encryption Standards:
  • In Transit: TLS 1.2 or higher
  • At Rest: AES-256 encryption

• Penetration Testing & Vulnerability Scanning: Regular third-party and internal scans are conducted to identify and remediate security risks.

• Bug Bounty Program: Encourages ethical hackers to report vulnerabilities for proactive security improvement.

• Secure Development Practices: Includes static code analysis, dependency scanning, and secure CI/CD pipelines.

• Endpoint Protection: Uses next-gen EDR and MDM tools to secure employee devices.

• Employee Training: Mandatory security awareness training at onboarding and annually.