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

Framework

G-Cloud 11

Service ID

9 3 7 3 0 2 9 7 3 3 1 3 3 7 3

Contact

OfficeLabs Ltd

Graham Bidwell

01392 24 0365

graham.bidwell@officelabs.co.uk

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

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

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

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.
Service interface
Yes
Description of service interface
Gimmal Records Management has a reporting and operational interface accessible through a web browser.
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

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

Service usage metrics
No

Resellers

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

Staff security

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

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 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 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

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

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

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

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

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

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

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

Public sector networks

Connection to public sector networks
No

Pricing

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

Service documents

Return to top ↑