Repstor Limited

Repstor custodian for legal

Repstor custodian for legal is a SharePoint / O365 APP. It provides legal matter management and contract management for O365 / SharePoint including: Request and triage, matter creation and allocation, Outlook centric document management and email management on matters, matter collaboration, matter lifecycle management, reporting and analytics and time-recording.


  • Request and triage process for handling new requests to Legal
  • Extensible Matter templates to define matter workspace creation in O365
  • Matter centric collaboration providing document and email management
  • Matter-centric Outlook Client for working with matters
  • Mobile device access
  • Online and offline access to matters
  • Matter lifecycle management
  • Integration with O365 tools including Flow, LogicApps and PowerBI
  • Integration capability to other applications via fully supported API
  • Reporting and analytics


  • Extends SharePoint / O365 to handle Matter Management requirements
  • Matter-centric collaboration, email and document management
  • Ease of Use via Outlook client for matters in Sharepoint
  • Available on and offline and on mobile devices
  • Rapid deployment through default legal configuration templates
  • Can integrate with O365 tools like Flow, LogicApps and PowerBI
  • Ability to integrate with other systems via API
  • All data held in customers O365 / SharePoint tenant
  • Exploits Repstor affinity and assist capabilities
  • Platform can also meet other case management needs


£180 per instance per month

  • Education pricing available
  • Free trial available

Service documents

G-Cloud 10


Repstor Limited

Alan McMillen

028 90912900

Service scope

Service scope
Software add-on or extension Yes
What software services is the service an extension to Repstor custodian for legal is an extension service for Repstor custodian. It is an extension service for SharePoint On-line services that delivered as a provider hosted app (in Azure), or as a dedicated cloud service where a specific cloud service is preferred.
Cloud deployment model Hybrid cloud
Service constraints The service is available to drive SharePoint 2013 or later environments that have the APP model configured. Office365 has the app model configured as default, however other cloud SharePoint services may need to have this configured by the provider.
System requirements
  • SharePoint 2013 or later with APP Model enabled
  • SharePoint must be accessible from the internet(For Provider hosted)
  • For APP server deployments IIS V8 or later is required
  • For APP server deployments Windows server 2012/later is required

User support

User support
Email or online ticketing support Email or online ticketing
Support response times Repstor provide 3rd and 4th Line support for software issues, the response time depends on the severity of the issue reported. Standard support service is UK Business Hours 9am-5pm excluding bank holidays. Enhanced support is available at extra cost.
User can manage status and priority of support tickets Yes
Online ticketing support accessibility None or don’t know
Phone support Yes
Phone support availability 9 to 5 (UK time), Monday to Friday
Web chat support No
Onsite support Yes, at extra cost
Support levels Standard

3rd Line
Advanced trouble-shooting and diagnostics. Reproduction of issue in support environment. Suggest resolution or workaround for known or new issues. Escalation to 4th line as appropriate.

4th Line
Product development or software maintenance team, development of fixes where necessary.

This service is included in the software subscription

Enhanced support
Enhanced support provides assistance (incident based) to help customers triage issues related to the use of the software in the broader environment (e.g. how it interacts with SharePoint configuration that is unique to the customer). Incidents can be called off, and if an incident is caused by a non-conformance in the Repstor software it is not counted towards incidents used. Enhanced support incidents are purchased separately and can be called off during the term of the software subscription.
Support available to third parties Yes

Onboarding and offboarding

Onboarding and offboarding
Getting started Repstor provide tailored training(see Repstor Cloud services entries) and comprehensive user and administration documentation for each software offering. The Repstor custodian service is highly configurable, and services are available from Repstor and our partners to assist organisations to configure the systems to meet the specific requirements of an organisation. Quick reference guides (QRGs) on custodian for legal are also available.
Service documentation Yes
Documentation formats
  • HTML
  • PDF
End-of-contract data extraction The Repstor custodian service does not store any data, all data including configuration is stored in the SharePoint systems that are being utilised, therefore there is no data to be extracted from the Repstor custodian service.
End-of-contract process At the end of the contract the custodian service will be disabled, however since no content is stored, users do not lose access to their content which is stored in the SharePoint systems/services to which custodian is connected. Users can continue to access their matter content via standard SharePoint UI.

Using the service

Using the service
Web browser interface Yes
Supported browsers
  • Internet Explorer 11
  • Microsoft Edge
  • Firefox
  • Chrome
Application to install Yes
Compatible operating systems Windows
Designed for use on mobile devices Yes
Differences between the mobile and desktop service Mobile service is via browser only which provides access to the matter workspaces via a web interface, windows components for accessing the service are not available on mobile.
Accessibility standards WCAG 2.0 AAA
Accessibility testing Testing is carried out by the development team on an occasional basis to ensure that we meet accessibility standards. The web UI is mainly an administrative UI, most users access the service via the Repstor affinity product which is an Outlook plug in and it's WCAG compliance is described in a separate entry.
What users can and can't do using the API Repstor custodian provides a Rest API which is published via Swagger and available here:

this is a Rest API, and a test facility is provided in the custodian administration UI.
API documentation Yes
API documentation formats
  • Open API (also known as Swagger)
  • HTML
API sandbox or test environment Yes
Customisation available Yes
Description of customisation The custodian administration UI provides for extensive configuration and customisation. This includes customisation and configuration for hierarchy of case activity types, naming conventions, templates, metadata, provisioning, security, Statuses and more, Customisation and configuration is available to authorised users using the custodian administrative interface. This can also include JSON for customised provisioning. Authorised users can also customise/configure the SharePoint structures and templates used by custodian.


Independence of resources The service can be either a multi-tenanted or a dedicated service. The multi-tenanted service is deployed on Azure and the service is highly scalable and can also be replicated (we can control which service instance any particular customer attaches to at any time). We monitor the service on a continuous basis and can switch customers to an alternative service instance is there is a likelihood of a specific instance.


Service usage metrics Yes
Metrics types We provide (on request) a list of users that activate the software, activation occurs monthly where an activated type license is utilised.

Note that the majority of activity is on the SharePoint systems and it is likely that metrics are available from the supplier hosting those systems.
Reporting types Reports on request


Supplier type Not a reseller

Staff security

Staff security
Staff security clearance Other security clearance
Government security clearance Up to Security Clearance (SC)

Asset protection

Asset protection
Knowledge of data storage and processing locations Yes
Data storage and processing locations United Kingdom
User control over data storage and processing locations Yes
Datacentre security standards Managed by a third party
Penetration testing frequency Less than once a year
Penetration testing approach In-house
Protecting data at rest Other
Other data at rest protection approach This is not applicable as the service does not store any data (all data is stored on SharePoint and subject to the connected SharePoint system's protection. Typically the SharePoint system will be in Microsoft's Office365 of another GCloud supplier's data centre environment.
Data sanitisation process No
Equipment disposal approach In-house destruction process

Data importing and exporting

Data importing and exporting
Data export approach The Repstor custodian service does not host any data (all data including configuration data is held on the SharePoint system(s) being utilised by the customer. These systems will have their own Data export approach which can be utilised. All custodian configuration is held in standard SharePoint structures (sites/lists/similar) which can be exported using standard tooling. Repstor does provide an export tool that exports custodian configuration which can then be re-imported to another system.
Data export formats Other
Other data export formats
  • This is not applicable (all data held in SharePoint)
  • Custodian configuration is exported as a JSON schema
Data import formats Other
Other data import formats
  • Data imports: N/A - all imports are to SharePoint
  • Custodian configuration, imported from a JSON schema
  • Existing matters from another system: Excel / CSV

Data-in-transit protection

Data-in-transit protection
Data protection between buyer and supplier networks Other
Other protection between networks This is not applicable as it is client based within the customer's environment.
Data protection within supplier network Other
Other protection within supplier network This is not applicable as this service is a client product that runs within the customer's network.

Availability and resilience

Availability and resilience
Guaranteed availability Where the custodian multi tenant service is utilised on Azure this reflects the Azure availability levels. There are service credits available should the service fail to meet monthly uptime metrics 99.5 (10%) or 98.5% (25%), see the service T's and C's.
Approach to resilience The service id deployed either on Microsoft Azure or on a platform of the customer's choice. The resilience will depend on the specific service utilised. For Azure we deploy to multiple instances which have specific resilience measures associated with the deployment and which can fail over in the event that a particular instance is unavailable.
Outage reporting The service is continuously automatically monitored, and if requested we can provide automated service outage notification by email.

Identity and authentication

Identity and authentication
User authentication needed Yes
User authentication
  • 2-factor authentication
  • Public key authentication (including by TLS client certificate)
  • Identity federation with existing provider (for example Google Apps)
  • Limited access network (for example PSN)
  • Dedicated link (for example VPN)
  • Username or password
  • Other
Other user authentication This service is a client service that utilises the authentication used by the cloud services to which it connects. Access to the service is controlled by the environment in which it is deployed and this can include the above authentication mechanisms.
Access restrictions in management interfaces and support channels This is not applicable as this is a client deployed service which connects to cloud services that are subject to their own access restrictions.
Access restriction testing frequency Never
Management access authentication Other

Audit information for users

Audit information for users
Access to user activity audit information No audit information available
Access to supplier activity audit information No audit information available
How long system logs are stored for Between 1 month and 6 months

Standards and certifications

Standards and certifications
ISO/IEC 27001 certification No
ISO 28000:2007 certification No
CSA STAR certification No
PCI certification No
Other security certifications No

Security governance

Security governance
Named board-level person responsible for service security Yes
Security governance certified No
Security governance approach Our services are not services which include the storage and management of data so the requirement for security governance is less stringent than were this the case.

All authentication is by means of Office365 or the authentication provided for the SharePoint systems in use. Our staff have no access to the SharePoint systems that utilise custodian. Office365 security is sully explained here:
Information security policies and processes The Repstor custodan service does not hold customer data and does not provide any access to customer data negating any specific requirement to deal with information security around customer data. Our internal processes mean that any data that is provided by customers is securely stored in our Office365 systems, and security around our operational systems (e.g. our source code, support and other systems) are managed under regimes developed over time by our experienced development team.

Operational security

Operational security
Configuration and change management standard Supplier-defined controls
Configuration and change management approach The custodian Azure service is a cloud service that is managed by Repstor with updates regularly applied. We operate multiple environments to allow early adopters access early in the lifecycle. Only when a version has been operational without issue on the early adopter service is it made available on the broader service. Customers can access release documentation prior to the service being updated. The service is in the vast majority of cases 100% backwards compatible. A full history of changes is tracked in our in house development systems and a full release notes history available to customers.
Vulnerability management type Supplier-defined controls
Vulnerability management approach This is not applicable as this is a client deployed service which connects to cloud services that are subject to their own Vulnerability management approaches. The client software utilises standard mechanisms for accessing connected cloud services (API's) which are subject to the vulnerability management approach of the connected cloud services.
Protective monitoring type Supplier-defined controls
Protective monitoring approach This is not applicable as this is a client deployed service which connects to cloud services that are subject to their own protective monitoring approaches.
Incident management type Supplier-defined controls
Incident management approach This is not applicable as this is a client deployed service which connects to cloud services that are subject to their own Incident management approaches.

Secure development

Secure development
Approach to secure software development best practice Supplier-defined process

Public sector networks

Public sector networks
Connection to public sector networks No


Price £180 per instance per month
Discount for educational organisations Yes
Free trial available Yes
Description of free trial Trials are available from the web site, up to 5 users for a period of 30 days is standard with additional options in specific circumstances. This includes all options and modules. If the customer requires trial set up assistance, then professional services costs may be incurred.


Pricing document View uploaded document
Skills Framework for the Information Age rate card View uploaded document
Service definition document View uploaded document
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