Repstor Limited

Repstor Mobile - Outlook email filing on Mobile devices

Repstor Mobile - Mobile and Outlook email capture is a service for capturing Microsoft Exchange email items to back end ECM systems that are Cloud or Customer hosted. This includes filing from all common mobile email clients, web clients (including OWA) and Outlook for mobile.

Features

  • Allows filing of email when using mobile device email/web clients
  • Allows users to associate Exchange folders with target filing locations
  • Items can be auto-filed (assist module required)
  • Allows users to file to any supported content repository
  • Email filing from Outlook Web Access
  • Email filing from Outlook on Mac OS

Benefits

  • Users can quickly file email while on the go
  • Web email clients can be utilized for filing (e.g. OWA)
  • When combined with assist items are automatically filed
  • File emails on any mobile device

Pricing

£400 per instance per month

  • Education pricing available

Service documents

Framework

G-Cloud 11

Service ID

6 2 1 3 1 4 3 3 0 4 6 1 9 8 5

Contact

Repstor Limited

Gary Palmer

07983 722158

contact@repstor.com

Service scope

Software add-on or extension
Yes, but can also be used as a standalone service
What software services is the service an extension to
Repstor Mobile can be combined with the Repstor affinity, assist and custodian services
Cloud deployment model
  • Public cloud
  • Private cloud
  • Community cloud
  • Hybrid cloud
Service constraints
The service is available for all versions of SharePoint from 2013 onwards. Additional connectors currently available are Box and M-Files and others made available over time. Please check with Repstor for current supported back ends.
System requirements
  • SharePoint 2013 or later
  • SharePoint must be accessible from the internet
  • Exchange 2016 or Exchange online

User support

Email or online ticketing support
Email or online ticketing
Support response times
5 days per week, 8 hours per day phone coverage (9am - 5pm GMT/BST, Monday through Friday, Repstor local time, excluding Northern Ireland Public holidays). In support of services outlined in our Support and Maintenance Agreement, REPSTOR will endeavour to respond to service related incidents and/or requests submitted by the PARTNER or CUSTOMER within the following time frames: Within 1 working day for issues classified as Severity 1. Within 2 working days for issues classified as Severity 2 Within 5 working days for issues classified as Severity 3. Within 10 working days for issues classified as Severity 4
User can manage status and priority of support tickets
No
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

Getting started
Repstor provide tailored training(see Repstor Cloud services entries) and comprehensive user and administration documentation for each software offering.
Service documentation
Yes
Documentation formats
  • HTML
  • PDF
End-of-contract data extraction
The Repstor Mobile service does not store any data, all data including configuration is stored in the content repository (e.g. SharePoint /Exchange systems) that are being utilised, therefore there is no data to be extracted from the Repstor service.
End-of-contract process
At the end of the contract the service will be disabled, however since no content is stored, users do not lose access to their content which is stored in the content repository (such as SharePoint) and Exchange systems/services to which the service was connected.

Using the service

Web browser interface
Yes
Supported browsers
  • Internet Explorer 10
  • Internet Explorer 11
  • Microsoft Edge
  • Firefox
  • Chrome
  • Safari 9+
  • Opera
Application to install
Yes
Compatible operating systems
  • Android
  • IOS
  • MacOS
  • Windows
Designed for use on mobile devices
Yes
Differences between the mobile and desktop service
The service is accessed via mobile email clients and the specifics of how the service interacts depends on the capabilities of the email client being utilised (e.g. some clients support swiping to perform a filing action, others do not)
Service interface
Yes
Description of service interface
The interface is built into the Outlook application. It provides quick filing functionality directly in that interface.
We also provide the ability to map folders within any email client to folders in the target repository.
Accessibility standards
None or don’t know
Description of accessibility
The Repstor Mobile functionality is embedded into the email client. The host client provides the accessibility features.
Accessibility testing
The Repstor Mobile functionality is embedded into the email client. The host client provides the accessibility features.
API
Yes
What users can and can't do using the API
Configuration can be controlled through the API.
API documentation
Yes
API documentation formats
Open API (also known as Swagger)
API sandbox or test environment
Yes
Customisation available
Yes
Description of customisation
Various configuration options are available:-
- mapped folders
- Whether to move or copy emails
- Which locations are searchable
etc

Scaling

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 being under stress.

Analytics

Service usage metrics
No

Resellers

Supplier type
Not a reseller

Staff security

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

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
At least 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/other ECM systems and Exchange and subject to those systems' 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
Complying with a recognised standard, for example CSA CCM v.30, CAS (Sanitisation) or ISO/IEC 27001

Data importing and exporting

Data export approach
The Repstor Mobile service does not host any data (all data including configuration data is held on the SharePoint, other ECM and Exchange system(s) being utilised by the customer. These systems will have their own Data export approach which can be utilised. All configuration is held in standard SharePoint / Exchange structures (sites/lists/similar) which can be exported using standard tooling.
Data export formats
Other
Other data export formats
This is not applicable (all data held in SharePoint/Exchange)
Data import formats
Other
Other data import formats
N/A

Data-in-transit protection

Data protection between buyer and supplier networks
Other
Other protection between networks
The Repstor Service is run on Azure and is protected by the standard mechanisms utilised by that platform.
Data protection within supplier network
Other
Other protection within supplier network
The Repstor Service is run on Azure and is protected by the standard mechanisms utilised by that platform.

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

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 back end 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
All access to administrative interfaces is managed via authentication of teh Azure platform, which can be multi-faceted.
Access restriction testing frequency
At least once a year
Management access authentication
  • 2-factor authentication
  • Public key authentication (including by TLS client certificate)
  • Identity federation with existing provider (for example Google Apps)

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

ISO/IEC 27001 certification
Yes
Who accredited the ISO/IEC 27001
British Assessment Bureau
ISO/IEC 27001 accreditation date
24/7/2019
What the ISO/IEC 27001 doesn’t cover
Everything is covered.
ISO 28000:2007 certification
No
CSA STAR certification
No
PCI certification
No
Other security certifications
No

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: https://support.office.com/en-gb/article/Office-365-Security-Compliance-Center-7e696a40-b86b-4a20-afcc-559218b7b1b8?ui=en-US&rs=en-GB&ad=GB
Information security policies and processes
The Repstor Mobile 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

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 non data hosting 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 non data hosting service which connects to cloud services that are subject to their own Incident management appraoches.

Secure development

Approach to secure software development best practice
Supplier-defined process

Public sector networks

Connection to public sector networks
No

Pricing

Price
£400 per instance per month
Discount for educational organisations
Yes
Free trial available
No

Service documents

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