Axiell ALM Ltd

Axiell Collection Management System - Museums and Archives

Collection management software for integrated cataloguing of archive and museum collections. Compliant with ISAD(G) and Spectrum. Suitable for new customers and those upgrading from Calm and Mimsy. Online publishing, API, barcode scanning app, workflows and DAMS enhancements available. Implementation, data migration, training and other consultancy services.

Features

• Manage Archive, Museum, Library, Special Collections
• Accessible Web Based Interface
• Online Publishing
• Digital Asset Management (DAMS)
• Location Management and Barcode Scanning
• Compliant with the latest standards including Spectrum, ISAD(G), EN15907
• Flexible Reporting and Exporting
• Multilingual data management
• Open API for Integrations and Data Sharing / Harvesting
• Workflow Management

Benefits

• Manage your museum and archive collections from wherever you are
• Flexible, intuitive web-based collections management system
• Publish your collections online
• Personalize and adapt the platform for your users’ needs
• Access control to protect access to sensitive data
• Store, search and present information in multiple languages
• Sophisticated searching via simple and advanced search options
• High quality media management and viewing: IIIF compliant
• Open API to integrate with 3rd party software
• Generate flexible and automated reports. Unlimited custom reports.

£5,500 a licence a year

• Free trial available

Service documents

• Pricing document

  PDF

• Service definition document

  PDF

• Terms and conditions

  PDF

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 sales.admin@axiell.co.uk. Tell them what format you need. It will help if you say what assistive technology you use.

Framework

G-Cloud 14

Service ID

204118415846326

Contact

Rebecka Hojeberg
0115 900 8000
sales.admin@axiell.co.uk

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: Axiell Discovery Portal, Axiell CultureConnect
• Cloud deployment model:
  • Private cloud
  • Hybrid cloud
• Service constraints: Any service constraints are defined and agreed within the service level agreement for the solution.
• System requirements:
  • Internet / Network Access
  • Web Browser
  • Microsoft Office (optional)

User support

• Email or online ticketing support: Email or online ticketing
• Support response times: Detailed response times are agreed as part of the service level agreement.
• User can manage status and priority of support tickets: Yes
• Online ticketing support accessibility: WCAG 2.1 AA or EN 301 549
• 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: There is a standard support level provided as defined in the Service Level Agreement (SLA). There is no restriction on the number of service desk tickets a customer can raise under this agreement. The SLA covers both hosting and support services, including guaranteed uptime, details of how to raise tickets, response and resolution times for raised tickets, the incident handling process, service request process and escalation processes.
• Support available to third parties: Yes

Onboarding and offboarding

• Getting started: Axiell has extensive experience training staff in both the user and administration sides of our software. The educational approach behind Axiell developed training courses stresses learning through doing. Our training courses involve a series of exercises which lead trainees through all the steps required and become progressively more involved. The rationale is not to test trainees, but to teach.; ; Axiell offer a comprehensive range of training courses to help customers get the most from their investment in software. Our courses offer a wide range of topics, everything from ‘cleaning data’ to ‘tailoring the system to meet your needs’ as well as specific beginner or advanced courses on specific products.; ; Axiell can also provide customized training tailored to your own application and data. This type of training is developed in close co-operation with you and our training department. For a full list of courses we currently offer, please see Axiell Training Courses.; ; Our courses are available in various delivery modes:; • On-site training at your own premises or other UK location ; • Web delivery via Microsoft Teams or similar; ; We can work with whatever meets the needs of the customer. We typically train up to 8-10 individuals per session
• Service documentation: Yes
• Documentation formats:
  • HTML
  • PDF
  • Other
• Other documentation formats: Docx
• End-of-contract data extraction: The system's user interface provides all the tools to allow the customer to fully extract their data at any time into a number of formats, including xml, csv, xlsx, docx. ; ; Axiell can provide a full extract of customer data in a defined template (typically xml) as part of an exit plan/strategy for additional cost, depending on scope/size of extract required.
• End-of-contract process: Axiell supply all data in a pre-defined format in line with the agreed exit plan. Additional costs may be applicable for the data extracts and any additional consultation not defined within the exit plan.

Using the service

• Web browser interface: Yes
• Supported browsers:
  • Microsoft Edge
  • Firefox
  • Chrome
  • Safari
  • Opera
• Application to install: No
• Designed for use on mobile devices: Yes
• Differences between the mobile and desktop service: The Collection Management System is designed to work on a screen size of tablet upwards and is not natively responsive to the device being used. Online publishing and workflow modules are responsive to the device being used.
• Service interface: Yes
• User support accessibility: WCAG 2.1 AA or EN 301 549
• Description of service interface: Axiell Collections is accessed via low bandwidth web browser interface. It is designed to be device and platform independent. Users can personalise the system to match their preferred way of working. This includes the selection and positioning of fields. Personalised settings are saved for the user’s next session. Different widgets are built into the module, including a result set list, record editor, media viewer, hierarchy browser, related records viewer and field-based help; all can be turned on and off and resized by the user. Widgets can be undocked to facilitate working on multiple screens at the same time.
• Accessibility standards: WCAG 2.1 AA or EN 301 549
• Accessibility testing: Tested against screen reader technology. Tested with standard browser/device/ operating system accessibility tools.
• API: Yes
• What users can and can't do using the API: The API is fully documented at https://webapi.axiell.com/
• API documentation: Yes
• API documentation formats: HTML
• API sandbox or test environment: Yes
• Customisation available: Yes
• Description of customisation: The system can be customised using the administration module, which provides options for:; - Database maintenance: setup of tables, fields, relationships, indexes; - Security maintenance: creation of roles, groups and access control; - Application maintenance: menu options, screen lay-out, output formats ; - Import / Export of data; - Adapl script editing and compilation; - Localization (translations); ; Examples of customisation include creating simplified screens for staff where all the relevant fields are displayed in one tab on the screen. On screen help can be configured to meet local requirements and guide staff through the data entry process, including information regarding what the field is used for and examples of data that should be entered there. Additional features can be setup to simplify the process further, including setting up mandatory fields which require data to be entered before the record can be saved and setting up default terms where fields are automatically completed on creation of a new record.; ; Axiell are able to provide consultancy to customise on the customer's behalf. We can also make Axiell Designer available to system administrators at the customer for in house customisation without the need to engage Axiell, as part of the Premium Package.

Scaling

• Independence of resources: Axiell Collections is designed so that it is load balanced and scalable to suit the customer requirements. If additional resource is required, the system can be scaled appropriately without loss of service to the end user.

Analytics

• Service usage metrics: Yes
• Metrics types: Axiell Collections incorporates comprehensive reporting functionality, including the ability to report on any field within the system. Reports can be generated using Microsoft Word Templates (which can include all the varied layout and style possibilities which Word is capable of) or to HTML using XSLT styling. The system can also export to a spreadsheet, which will enable calculations to be performed on the report (e.g. number of a certain file format).
• Reporting types:
  • API access
  • Regular reports
  • Reports on request

Resellers

• Supplier type: Not a reseller

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
  • European Economic Area (EEA)
• User control over data storage and processing locations: No
• Datacentre security standards: Managed by a third party
• 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 another standard
  • Encryption of all physical media
• Data sanitisation process: Yes
• Data sanitisation type:
  • Explicit overwriting of storage before reallocation
  • Deleted data can’t be directly accessed
• Equipment disposal approach: A third-party destruction service

Data importing and exporting

• Data export approach: The system's user interface provides all the tools to allow the customer to fully extract their data at any time into a number of formats, including xml, csv, xlsx, docx. ; ; Axiell can provide a full extract of customer data in a defined template (typically xml) for additional cost, depending on scope/size of extract required.
• Data export formats:
  • CSV
  • Other
• Other data export formats:
  • XLSX
  • XML
  • DOCX
  • HTML
  • DAT
• Data import formats:
  • CSV
  • Other
• Other data import formats: XML

Data-in-transit protection

• Data protection between buyer and supplier networks:
  • TLS (version 1.2 or above)
  • IPsec or TLS VPN gateway
• Data protection within supplier network:
  • TLS (version 1.2 or above)
  • IPsec or TLS VPN gateway

Availability and resilience

• Guaranteed availability: The normal operating time for the service is 24 hours a day 365 days a year, with the exception of notified service windows. The Service Time (i.e. the time period when the service is guaranteed) is defined as 0900-1700 Monday - Friday, with the exception of public holidays. Axiell guarantees the service's availability at 99.7%. ; ; This is more fully detailed in the Service Level Agreement.
• Approach to resilience: Available on request
• Outage reporting: A SIEM monitoring server and a visible wallboard for alerts (internal). Customer notifications are typically provided via the service management tool and sent to customers via email or telephone.

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)
  • Dedicated link (for example VPN)
  • Username or password
• Access restrictions in management interfaces and support channels: Only authorised users are assigned permissions to access management functions associated with their role. Support services all require the individual user to have their own account and as required, these accounts can be approved by a customer manager.
• 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)
  • Dedicated link (for example VPN)
  • 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 contact the support team to get audit information
• How long supplier audit data is stored for: At least 12 months
• How long system logs are stored for: At least 12 months

Standards and certifications

• ISO/IEC 27001 certification: No
• ISO 28000:2007 certification: No
• CSA STAR certification: No
• PCI certification: No
• Cyber essentials: Yes
• Cyber essentials plus: No
• Other security certifications: No

Security governance

• Named board-level person responsible for service security: Yes
• Security governance certified: No
• Security governance approach: Axiell's policies and processes align with ISO 27001.
• Information security policies and processes: Our security policies and processes are aligned with ISO 27001. We are ISO 27001 certified in our North American operations and utilize our established policies and procedures throughout the rest of the organization. By leveraging the standardized policies, they can be rolled out and applied consistently across all our regions. This ensures a cohesive and unified approach to information security, minimizing potential vulnerabilities and enhancing overall protection across the organization.

Operational security

• Configuration and change management standard: Supplier-defined controls
• Configuration and change management approach: Axiell employs a robust change management process including a multiple phase approach. ; • Requests for change are formally logged; • Assessment of the impact and risks (including security) of the change in terms of timescales, costs and quality is undertaken; • Agreement and formal sign-off for each change is obtained from the project executive/sponsor. This will normally take place during the monthly Project Management Board meetings; • Reviewed and evaluated for improvements.
• Vulnerability management type: Supplier-defined controls
• Vulnerability management approach: Logically there exists multiple firewalls with Intrusion Detection Services running between each layer of the architecture, making it very difficult for unauthorised access to the Databases. Any detected risk of vulnerability is assessed against test systems to ensure that risks can be mitigated or eliminated with recommended actions. Wherever possible Axiell automatically apply all security fixes to all the underpinning OS and applications deployed unless there is proven detrimental impact to end users and risks are low to medium. Axiell subscribe to a number of sources for threat and vulnerability information.
• Protective monitoring type: Supplier-defined controls
• Protective monitoring approach: The Service Management tool consolidates the total view of Axiell’s infrastructure and receives alerts and logs from a variety of sources. Alerts are presented on a screen with visual alerts and SMS and email alerts are sent to relevant analysts. As soon as any suspicious activity is detected, Incident Management processes are followed to investigate and manage the threat. Active monitoring of infrastructure components generates alerts.
• Incident management type: Supplier-defined controls
• Incident management approach: Axiell’s Customer Service Tool receives alerts that trigger ITIL Incident Management Processes to track and progress all security incidents. Active threats are treated as Major Incidents. A knowledge base is maintained with processes to follow for events that have been seen and actioned. As the security incidents follow the Major Incident Process, this includes notification for key customer contacts. All Major Incidents are reported as part of the reporting pack from the Service Desk. As Security Incidents are classed as Major Incidents they will be reported as such. Any threat that risks the system directly is reported immediately.

Secure development

• Approach to secure software development best practice: Independent review of processes (for example CESG CPA Build Standard, ISO/IEC 27034, ISO/IEC 27001 or CSA CCM v3.0)

Public sector networks

• Connection to public sector networks: No

Social Value

• Social Value:

  Social Value

  • Fighting climate change
  • Covid-19 recovery
  • Equal opportunity
  • Wellbeing

  Fighting climate change

  We have systematic environmental work within Axiell ALM Ltd where we carry out continuous improvements and review of processes, routines and awareness of environmental issues. Axiell’s sustainability group is working towards improving our carbon footprint, both here in the UK, as well globally. Axiell Sustainability group members attended a Carbon Literacy training in 2022 and were certified as carbon literacy trained. Axiell ALM Ltd has pledged to reduce its carbon footprint in line with UN Race to Zero campaign targets through our membership of the SME Climate Hub. The SME Climate Hub is a global initiative that empowers small to medium sized companies to take climate action and build resilient businesses for the future. Axiell initiatives include -The majority of Axiell’s meetings and training, both internally and externally, are now delivered online using Microsoft Teams, ensuring that people do not travel when it is not required. -No Axiell UK staff have company vehicles. -Axiell take part in the cycle to work scheme to offer our staff easy ways of purchasing bicycles. -Axiell changed coffee makers in the offices to not use coffee makers that require pods. -Axiell strive to be a paperless office, and only print things if absolutely necessary (e.g., contracts that can’t be signed digitally). -Axiell’s Nottingham office now only have 4 parking spaces available for staff, which are rarely used. These are kept for accessibility reasons. -All electronic equipment is WEEE recycled. -All recyclable products used in the office are recycled, including printer cartridges, packaging, paper, etc. -Staff (who have gardens) bring home the used coffee grinds to use in their gardens.

  Covid-19 recovery

  Axiell has changed our staff policies to offer hybrid working for all of our staff, and introduced flexible working hours. This has meant that staff can travel during less busy times of the day, to avoid using public transport during rush hour, where they would have a higher risk of exposed to Covid. It also reduces exposure risk by have less staff in the office at the same time, allowing us to spread out more. We have also adapted our software to make it easier for our customers to support the community during Covid recovery. This has included adding click and collect options on the online discovery platform, developing a way to track who has attended events in the library, ensuring all of our products can be accessed from anywhere, from any device, as long as you have a user name and password.

  Equal opportunity

  Axiell supports initiatives such as Women in Technology and are increasing the diversity of our workforce; for example, currently 39% of our staff are women, which is higher than the national average. In 2023, a study showed that women constituted only 14% of tech leaders, highlighting the persistent gap in gender representation at the highest levels within the tech industry. Axiell is lead by a Woman CEO and the UK public library management team consists of 2 women. Axiell ALM Ltd is accredited by the Living Wage Foundation as a Real Living Wage Employer for all staff, including sub-contracted office cleaners.

  Wellbeing

  We understand that by helping employees with their physical, mental, and financial health, we can make a positive impact on workplace wellbeing. Therefore we subscribe to BHSF, giving all of our staff access to the BHSF app and portal. This provides our staff with 24/7 access to telephone services for private GPs, Mental health support, gym membership offers, health insurance, legal advice, financial advice, and discounts on everything from food to haircuts.

Pricing

• Price: £5,500 a licence a year
• Discount for educational organisations: No
• Free trial available: Yes
• Description of free trial: Access to a sandbox version of the system that we can provide a login account for.

Service documents

• Pricing document

  PDF

• Service definition document

  PDF

• Terms and conditions

  PDF

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 sales.admin@axiell.co.uk. Tell them what format you need. It will help if you say what assistive technology you use.