OfficeLabs Ltd

Gimmal Records Management

Gimmal Records Management. Enterprise-class content and records management in SharePoint, Office 365, content-management systems. Information lifecycle management. Automated rules based classification invisible to the user. Only SharePoint records management solution DoD 5015.2 certified. Flexible strategies for centralised federated records management. Includes transfer capability for records uploads to The National Archive.

Features

  • Manages records in Office365, SharePoint, File Shares, Exchange and repositories
  • Central policy system. Create retention policies across all content sources
  • Enable flexible, rule-based classification and retention management
  • Gain actionable reporting for upcoming records actions
  • Management of physical records
  • Advanced content type retention
  • Advanced content life-cycle reporting
  • Governance for Box, OpenText, Documentum and file shares
  • Automate content classification against a centralised file plan
  • Destroy unwanted data at the end of the information lifecycle

Benefits

  • Get information lifecycle management with hands-free governance
  • Provide a simpler SharePoint user experience
  • Implement a more consistent content lifecycle that improves findability
  • Achieve records management compliance in SharePoint with DOD-5015.2 certification
  • Reduce IT reliance for SharePoint administration
  • Manage data across disparate systems. Keep information in-place and accessible
  • Achieve records management compliance and transfer in SharePoint, Office 365
  • Maximize SharePoint, Office 365 to manage assets, physical and electronic
  • Rapid deployment reduces up front cost and time to launch

Pricing

£7 to £70 per user per year

Service documents

G-Cloud 11

937302973313373

OfficeLabs Ltd

Graham Bidwell

01392 24 0365

graham.bidwell@officelabs.co.uk

Service scope

Service scope
Software add-on or extension Yes
What software services is the service an extension to Microsoft Office 365
Microsoft SharePoint Server
Microsoft SharePoint Online
BOX
Documentum
OpenText
File Shares
Cloud deployment model Public cloud
Service constraints No constraints
System requirements
  • Windows servers for on-premises deployments
  • Network connectivity for SaaS deployments

User support

User support
Email or online ticketing support Yes, at extra cost
Support response times Our standard support plan aims to respond to new cases within four working hours, on Monday to Friday excluding English public holidays and weekends. Extended SLAs and weekend support can be offered at additional 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 For Gimmal Records Management OfficeLabs can provide:
Subject matter experts
Trainers
Account Managers
Developers

Time is available as Retained Technical Services charged at £850 / day, or support hours per month.
Our standard support is 9am - 5pm, Monday to Friday, excluding English public holidays and weekends. We will respond within four hours of receiving a request. All of our support team are experienced cloud support engineers who can advise on any request, query or issue.

We offer support services which scale to your business depending on the amount of support hours you wish to use per month. Our pricing is as follows:

8 hours per month (unlimited users) - £9,000 p/a
16 hours per month (unlimited users) - £17,000 p/a
24 hours per month (unlimited users) - £25,000 p/a
Support available to third parties Yes

Onboarding and offboarding

Onboarding and offboarding
Getting started Subject matter experts and trainers are available to provide either on-site or remote support at any UK location.

The Gimmal records Management implementation process includes administrator training that involves either onsite or online training for a select number of records managers. During this phase we are on hand to fix any issues and offer on demand support. The full implementation process includes discovery to understand your content life-cycle requirements.
Service documentation Yes
Documentation formats HTML
End-of-contract data extraction All data is held within the customer data repository and they retain ownership throughout.
End-of-contract process Contract includes software licenses, training, support, initial configuration and documentation.

The initial contracted period is three years. Two years with one year extension for G-Cloud. Costs for the first year are payable up front.

All content will remain available to you in your content repositories.

Using the service

Using the service
Web browser interface Yes
Supported browsers
  • Internet Explorer 11
  • Microsoft Edge
  • Firefox
  • Chrome
  • Safari 9+
  • Opera
Application to install Yes
Compatible operating systems
  • Android
  • IOS
  • Windows
Designed for use on mobile devices Yes
Differences between the mobile and desktop service Some interface differences but the information displayed is the same.
Accessibility standards None or don’t know
Description of accessibility Software management interface accessible through a modern web browser.
Users can manage the system permissions and file plan settings from the web interface.
Accessibility testing Web reader text to speech.
API Yes
What users can and can't do using the API RESTful, SOAP
API documentation Yes
API documentation formats
  • Open API (also known as Swagger)
  • HTML
API sandbox or test environment No
Customisation available Yes
Description of customisation Gimmal Records Management is configured to meet the information management requirements of the customer.

Scaling

Scaling
Independence of resources Gimmal Records Management is hosted either on customer infrastructure or in a UK SaaS host.
Both are scaled appropriately based on current volume of records and future expected growth.
Both solutions can be scaled.

Analytics

Analytics
Service usage metrics No

Resellers

Resellers
Supplier type Reseller providing extra features and support
Organisation whose services are being resold Gimmal

Staff security

Staff security
Staff security clearance Other security clearance
Government security clearance Up to Developed Vetting (DV)

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 Complies with a recognised standard (for example CSA CCM version 3.0)
Penetration testing frequency At least once a year
Penetration testing approach Another external penetration testing organisation
Protecting data at rest Physical access control, complying with CSA CCM v3.0
Data sanitisation process Yes
Data sanitisation type Deleted data can’t be directly accessed
Equipment disposal approach A third-party destruction service

Data importing and exporting

Data importing and exporting
Data export approach Customer data is not held in Gimmal Workplace Compliance but in Microsoft SharePoint.
Data export formats
  • CSV
  • ODF
Data import formats
  • CSV
  • ODF
  • Other
Other data import formats Office documents

Data-in-transit protection

Data-in-transit protection
Data protection between buyer and supplier networks
  • Private network or public sector network
  • TLS (version 1.2 or above)
  • Legacy SSL and TLS (under version 1.2)
Data protection within supplier network
  • TLS (version 1.2 or above)
  • Legacy SSL and TLS (under version 1.2)

Availability and resilience

Availability and resilience
Guaranteed availability Monthly Uptime Percentage of 95% guaranteed
Approach to resilience http://download.microsoft.com/download/A/0/7/A07FF75D-1FDC-4642-897F-9F390978E759/Data%20Resiliency%20in%20Office%20365.pdf
Outage reporting Service dashboard
Administration alerts

Identity and authentication

Identity and authentication
User authentication needed Yes
User authentication 2-factor authentication
Access restrictions in management interfaces and support channels Administrator only access to internal Gimmal Workplace for SAP servers
Access restriction testing frequency At least once a year
Management access authentication
  • 2-factor authentication
  • Username or password

Audit information for users

Audit information for users
Access to user activity audit information Users have access to real-time audit information
How long user audit data is stored for User-defined
Access to supplier activity audit information Users have access to real-time audit information
How long supplier audit data is stored for User-defined
How long system logs are stored for User-defined

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 Yes
Any other security certifications DoD 5015.2

Security governance

Security governance
Named board-level person responsible for service security Yes
Security governance certified Yes
Security governance standards ISO/IEC 27001
Information security policies and processes Policy owner reports to the Chief Information Officer who in turn reports to the Business Owner.
Policies are easily accessible.
Policy Owners are audited on a regular basis.
Automation is used where appropriate.
Policies are acknowledged by workers.

Operational security

Operational security
Configuration and change management standard Supplier-defined controls
Configuration and change management approach The ITIL Change Management Continual Process Improvement methodology is used to manage change.

All changes are considered and assessed on business and security impact by the Change Advisory Board before implementation.
Vulnerability management type Supplier-defined controls
Vulnerability management approach Potential threats are rated on risk, likelihood of occurrence and potential impact of the threat.
Patches are developed, tested and released as soon as approved.
Threat sources:
https://www.ncsc.gov.uk/
https://protection.office.com/
Protective monitoring type Supplier-defined controls
Protective monitoring approach Security and Compliance dashboard real-time monitoring
Email alerts
Automation where appropriate
Incident response is within one hour during office hours. Within four hours at any other time.
Incident management type Supplier-defined controls
Incident management approach Incident Management process follows the ITIL Incident Management best practices.
Users can report incidents by phone, email or portal.
Incident reports are provided in PDF format on a monthly basis.

Secure development

Secure development
Approach to secure software development best practice Conforms to a recognised standard, but self-assessed

Public sector networks

Public sector networks
Connection to public sector networks No

Pricing

Pricing
Price £7 to £70 per user per year
Discount for educational organisations No
Free trial available No

Service documents

pdf document: Pricing document pdf document: Skills Framework for the Information Age rate card pdf document: Service definition document pdf document: Terms and conditions
Service documents
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