Repstor Limited

Repstor for External and 3rd party collaboration

Secure and easy to use external and collaborative workspaces for data rooms and file sharing with 3rd parties based on Microsoft365. Ensures governance, compliance and lifecycle management of collaborative workspaces harnessing Microsoft Teams or SharePoint . Enables a range of use cases including legal project management and secure client collaboration.


  • Create Microsoft Teams workspaces with defined layouts and content controls
  • Provision digital workspaces in Microsoft365 for external file sharing/collaboration
  • Secure collaboration spaces for external users and 3rd parties
  • Workflow driven approval of setup of collaborative workspaces, controlling permissions/roles
  • Information management and governance of shared content
  • Manage workspace lifecycle from initial creation to project/case/engagement closure
  • Templated provisioning and control of workspace layout and content
  • Collaborative workspaces can be based on Microsoft Teams or SharePoint
  • This service was formerly known as Custodian


  • Ensures collaborative workspaces are easy to find, prevents duplicates
  • Safe and secure means of sharing documents with external users
  • Applies information management/governance to shared content
  • Saves time with automated and templated creation of workspaces
  • Consistent, familiar and easy to use streamlines deals/projects/legal matters
  • Protects the organisation when external file sharing is needed
  • Harnesses the financial and technical investment in Microsoft365
  • Promotes best-practice with configurable templates for each use case
  • Service formerly known as Custodian for External Collaboration


£180 an instance a month

  • Education pricing available
  • Free trial available

Service documents

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G-Cloud 12

Service ID

6 7 8 4 4 7 6 8 6 5 8 6 6 1 4


Repstor Limited Gary Palmer
Telephone: 07983 722158

Service scope

Software add-on or extension
What software services is the service an extension to
Repstor 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
  • Public cloud
  • Private cloud
  • Community cloud
  • Hybrid cloud
Service constraints
System requirements
SharePoint 2013 or later including SharePoint 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
Phone support
Phone support availability
9 to 5 (UK time), Monday to Friday
Web chat support
Onsite support
Yes, at extra cost
Support levels

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

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.
Service documentation
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.

Using the service

Web browser interface
Supported browsers
  • Internet Explorer 10
  • Internet Explorer 11
  • Microsoft Edge
  • Firefox
  • Chrome
  • Safari 9+
  • Opera
Application to install
Compatible operating systems
  • Android
  • IOS
  • Linux or Unix
  • MacOS
  • Windows
  • Windows Phone
  • Other
Designed for use on mobile devices
Differences between the mobile and desktop service
Mobile service is via browser only which provides access to the case structures via a web interface, windows components for accessing the service are not available on mobile.
Service interface
Description of service interface
Our service is integrated seamlessly into SharePoint'sservice interface.
Accessibility standards
Accessibility testing
Microsoft has completed extensive testing against EN 301 549 9.
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
API documentation formats
  • Open API (also known as Swagger)
  • HTML
API sandbox or test environment
Customisation available
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
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 clearance
Other security clearance
Government security clearance
Up to Security Clearance (SC)

Asset protection

Knowledge of data storage and processing locations
Data storage and processing locations
United Kingdom
User control over data storage and processing locations
Datacentre security standards
Managed by a third party
Penetration testing frequency
Protecting data at rest
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 teh SharePoint system will be in Microsoft's Office365 of another GCloud supplier's data centre environment.
Data sanitisation process
Equipment disposal approach
In-house destruction process

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.
Data export formats
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 data import formats
  • 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 protection between buyer and supplier networks
TLS (version 1.2 or above)
Data protection within supplier network
TLS (version 1.2 or above)

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
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
Management access authentication
Description of management access authentication
This is not applicable as we use the underlying authentication of the host SharePoint system.

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
Who accredited the ISO/IEC 27001
British Assessment Bureau
ISO/IEC 27001 accreditation date
What the ISO/IEC 27001 doesn’t cover
Everything is covered
ISO 28000:2007 certification
CSA STAR certification
PCI certification
Other security certifications

Security governance

Named board-level person responsible for service security
Security governance certified
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

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 appraoches.

Secure development

Approach to secure software development best practice
Supplier-defined process

Public sector networks

Connection to public sector networks


£180 an instance a month
Discount for educational organisations
Free trial available
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.

Service documents

Request an accessible format
If you use assistive technology (such as a screen reader) and need versions of these documents in a more accessible format, email the supplier at Tell them what format you need. It will help if you say what assistive technology you use.