ULTIMA BUSINESS SOLUTIONS LTD.

Ultima AvePoint Insights

Ensure compliance with aggregated sensitivity and activity data across your tenant so critical permissions surface to the top. Implement corrective action on priorities, including permission removal, owner notification, or setting an expiration date - quickly securing collaboration in Teams, Groups, Sites, Power BI, OneDrive and Google Workspace.

Features

• Identify sensitive and overshared Microsoft 365 content easily
• Real‑time risk assessment and exposure monitoring across tenants.
• Aggregate access, sensitivity, and activity data for analysis.
• Detect anonymous links and shadow users quickly.
• Tenant‑wide object or user‑based security search.
• Prioritize high‑risk issues using custom definitions.
• Batch edit permissions and sharing settings.
• Automate policy enforcement and drift correction.
• Track risk reduction via security dashboards.
• Monitor external and guest user access.

Benefits

• Quickly identify overshared or sensitive Microsoft 365 content.
• Rapidly prioritize risks using automated exposure analysis.
• Accelerate remediation with instant permission updates. [applytosup...ice.gov.uk]
• Streamline audits with clear, time‑based security dashboards.
• Maintain compliance through proactive policy enforcement.
• Improve collaboration safety by monitoring access continuously. [avepoint.com]
• Reduce manual effort using automated data classification.
• Strengthen decision‑making with shareable risk reports.
• Enhance productivity by removing configuration complexity.
• Support secure external sharing with controlled access management.

• Education pricing available
• 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 publicsectorbids@ultima.com. Tell them what format you need. It will help if you say what assistive technology you use.

Framework

G-Cloud 15

Service ID

439776825517314

Contact

Ultima Bid Office
+44333 0158000
publicsectorbids@ultima.com

About your service

• Service categories:

  Applications

  Content workflow and management

  Persuasive content management

  • Digital Asset Management Applications
• Multi cloud support: Yes

Service scope

• Software add-on or extension: Yes
• What software services is the service an extension to: Requires a Microsoft tenant
• Cloud deployment model: Public cloud
• Service constraints: No
• System requirements: M365 tenant required

User support

• Email or online ticketing support: Yes
• Support response times: Telephone requests are immediate, other methods will be within 2 hours or more dependant on the severity of the request. For more information https://avepoint.com/products/support.
• User can manage status and priority of support tickets: Yes
• Online ticketing support accessibility: WCAG 2.2 A
• Phone support: Yes
• Phone support availability: 24 hours, 7 days a week
• Web chat support: Yes
• Web chat support availability: 24 hours, 7 days a week
• Web chat support accessibility standard: WCAG 2.2 A
• Web chat accessibility testing: This is available through https://www.avepoint.com/products/support
• Onsite support: Yes, at extra cost
• Support levels: We provide - Low, Medium, High and Very High levels, more information can be found at https://www.avepoint.com/products/support
• Support available to third parties: Yes
• AI chatbot: No

Onboarding and offboarding

• Getting started: Self-help guides and videos are available to guide users through service set-up, administration, and use. Further onboarding services are defined and agreed in a Statement of Work.
• Service documentation: Yes
• Documentation formats: HTML
• End-of-contract data extraction: Data Export feature is initiated from the user interface. Conditions apply on data volumes.
• End-of-contract process: The functionality will stop working and the customers obligations will end. Where applicable customer data can be exported.
• Documentation accessibility standard: WCAG 2.2 A

Using the service

• Web browser interface: Yes
• Supported browsers:
  • Microsoft Edge
  • Firefox
  • Chrome
  • Opera
• Application to install: No
• Designed for use on mobile devices: Yes
• Differences between the mobile and desktop service: None
• Service interface: Yes
• User support accessibility: WCAG 2.2 A
• Description of service interface: Users access services via http://www.avepointonlineservices.com/login. Users have access to available functions through our GUI based on their permissions or role.
• Accessibility standards: WCAG 2.2 A
• Accessibility testing: AvePoint complies with common accessibility guidelines. In addition, extensive Quality Assurance testing is performed before any release. Customers can optionally subscribe to "Insider Releases" to gain early access to updates, and provide feedback.
• API: Yes
• What users can and can't do using the API: The AvePoint Insights Public API allows users to export, retrieve, and analyse Microsoft 365 (and Google Workspace) data programmatically. Users can set up their service by authenticating through the API and initiating export jobs for reports such as user activities, permissions, group access, site permissions, and sharing link permissions. Setup involves calling endpoints that start export jobs and applying query parameters to refine the output. Through the API, users can make changes only indirectly, such as triggering exports that reflect updated permissions or recently changed workspace configurations. However, the API does not allow configuration changes to Insights itself — for example, users cannot modify risk definitions, exposure rules, policies, or scanning scope through the API. It is strictly a data extraction and reporting API, not an administrative or remediation interface. Users can: Export detailed activity, permission, and access reports. Integrate Insights output into external systems for analysis. Automate recurring data retrieval workflows.
• API documentation: Yes
• API documentation formats: HTML
• API sandbox or test environment: No
• Customisation available: Yes
• Description of customisation: Users can customise AvePoint Insights to align risk detection, reporting, and remediation with their organisation’s governance needs. They can tailor risk definitions, adjusting sensitivity thresholds, exposure settings, and criteria used to identify high risk content. Insights allows organisations to create or modify custom information types and adapt exposure rules—such as large group access or external user settings—to match internal policies. ; Customisation also extends to dashboards and reports, where users can focus on specific services, prioritised risks, and relevant security themes. They can drill into detailed views on sensitive data, permissions, and sharing behaviours, shaping which insights surface first. ; Users customise Insights through the configuration interface within the platform. This includes adjusting risk definitions, modifying dashboards, selecting Microsoft 365 sensitivity templates, defining exposure thresholds, and applying custom parameters to search and remediation actions. They can also configure scope based controls to limit which sites or workspaces are scanned. ; Customisation can be performed by administrators or delegated owners with the appropriate permissions. AvePoint also supports role based access, allowing specific individuals or teams to tailor settings relevant to their domain without broad administrative rights.

Scaling

• Independence of resources: We employ a number of methods including elastic scaling to manage performance.

Analytics

• Service usage metrics: Yes
• Metrics types: Administration and Audit Reports provide basic information on all licences held and the usage of these licences.
• Reporting types:
  • API access
  • Real-time dashboards
  • Regular reports
  • Reports on request
• Resource tagging: Yes
• FOCUS resource tagging: Yes

Resellers

• Supplier type: Reseller providing extra features and support
• Organisation whose services are being resold: AvePoint

Staff security

• Staff security clearance: Other security clearance
• Government security clearance: Security Clearance (SC)

Asset protection

• Knowledge of data storage and processing locations: Yes
• Data storage and processing locations:
  • United Kingdom
  • European Economic Area (EEA)
  • Other locations
• User control over data storage and processing locations: Yes
• Datacentre security standards: Managed by a third party
• Penetration testing frequency: At least every 6 months
• Penetration testing approach: Another external penetration testing organisation
• Protecting data at rest:
  • Physical access control, complying with SSAE-18 / ISAE 3402
  • Encryption of all physical media
  • Scale, obfuscating techniques, or data storage sharding
• Data sanitisation process: Yes
• Equipment disposal approach: Complying with a recognised standard, for example CSA CCM v4.0, CAS (Sanitisation) or ISO/IEC 27001
• Data sanitisation type: Explicit overwriting of storage before reallocation / Secure Erase

Data importing and exporting

• Data export approach: Data Export feature is initiated from the user interface.
• Data export formats:
  • CSV
  • Other
• Other data export formats: Not Applicable
• Data import formats: Other
• Other data import formats: Not Applicable

Data-in-transit protection

• Data protection between buyer and supplier networks:
  • Private network or public sector network
  • TLS (version 1.2 or above)
• Data protection within supplier network: TLS (version 1.2 or above)

Availability and resilience

• Guaranteed availability: Availability is set within the SLA
• Approach to resilience: AvePoint leverages Microsoft Azure for hosting it's cloud service, which has a number of data centers for HA.
• Outage reporting: Portal notifications with additional direct communication when appropriate.

Identity and authentication

• User authentication needed: Yes
• User authentication: Identity federation with existing provider (for example Google Apps)
• Access restrictions in management interfaces and support channels: Set within the SLA.
• Access restriction testing frequency: At least every 6 months
• Management access authentication: Identity federation with existing provider (for example Google Apps)

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: Between 6 months and 12 months
• 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

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: SOC II, iRAP, FedRAMP, CSA
• Software Security Code of Practice: No

Operational security

• Configuration and change management standard: Complies with a recognised standard, for example CSA CCM v4.0 or SSAE-18 / ISAE 3402
• Configuration and change management approach: Change Management is documented, requested, reviewed, approved, tested, and finally rolled out during off hours in order to have minimal effect on customers.
• Vulnerability management type: Supplier-defined controls
• Vulnerability management approach: We subscribe to security bulletins and stay abreast of recent 0 day vulnerabilities as well as maintaining an active patch cycle.
• Protective monitoring type: Supplier-defined controls
• Protective monitoring approach: Please refer to Azure documentation https://docs.microsoft.com/en-us/azure/best-practices-network-security
• Incident management type: Supplier-defined controls
• Incident management approach: Long standing experienced helpdesk available 24x7, breach mgmt procedures.
• Post-quantum cryptography secure: No

Secure development

• Approach to secure software development best practice: Supplier-defined process

Public sector networks

• Connection to public sector networks: No

Pricing

• Discount for educational organisations: Yes
• Free trial available: Yes
• Description of free trial: It is possible to trial the product for a 30 day period at no cost online. Please contact SalesUK@avepoint.com to initiate a trial.
• Link to free trial: https://www.avepointonlineservices.com/services

Discount percentage by annual call-off contract value (excluding VAT)

• Less than £250,000: 0%
• Between £250,000 and £500,000: 0%
• Between £500,001 and £1,000,000: 0%
• Between £1,000,001 and £2,500,000: 0%
• Between £2,500,001 and £5,000,000: 0%
• Over £5,000,001: 0%

Non-mandatory Standards and certifications

• ISO/IEC 27001 certification: Yes
• Who accredited the ISO/IEC 27001: LRQA Limited
• ISO/IEC 27001 accreditation date: Friday 23 August 2024
• What the ISO/IEC 27001 doesn’t cover: We have not selected 8.26 'Application security requirement' and 8.30 'Outsourced development' as Ultima does not provide e-Commerce services online, nor outsource development.
• ISO 28000:2022 certification: No
• ISO 9001 certification: Yes
• Who accredited the ISO 9001 certification: Intertek Certification Limited
• ISO 9001 accreditation date: Wednesday 16 August 2023
• What the ISO 9001 doesn’t cover: We apply all of ISO 9001 as it relates only to the services offered in our cert scope: 'The provision of IT infrastructure solutions including; the provision and configuration of hardware, software, licencing, professional services, managed services, maintenance, help desks and technical support'.
• Quality management systems (QMS): Yes
• CSA STAR certification: No
• PCI certification: No
• Cyber essentials: Yes
• Please provide your Cyber Essentials Certificate Number: 617ad75e-5f6b-4677-a7ff-aee0c813eb29
• Cyber essentials plus: Yes
• Please provide your Cyber Essentials Plus Certificate Number: 9f9070b9-a812-4494-a613-48acb2f5b433
• Other security certifications: No

Social value

• Section B - Commitment for Future: Delivery:

  • Mission: Kick start economic growth. To secure the highest sustained growth in the G7 - with good jobs and productivity growth in every part of the country making everyone, not just a few, better off.

    Policy Outcome 1: Fair work: That offers fair wages and good working conditions. Help people get a job, stay in work, and progress in their careers, with good employment opportunities across the country. Notes: Where there is a large proportion of labour costs in the contract, commercial teams should consider MAC in Outcome 1 as a priority

    • Providing opportunities for, and measuring and monitoring of, staff workforce conditions over time, including employee engagement, involvement in decision-making and satisfaction and adapting to any changes in the results, with clear processes for acting on issues identified
    • Plans to engage the contract workforce in deciding the most important workplace issues to address
    • Ensuring new workers are informed of their right to join a trade union
    • Monitoring of employee engagement rates (by protected characteristic) and, where necessary, the development of actions to ensure all voices are heard across the diversity of the workforce
    • Employment contracts that reflect actual hours worked; steps taken to ensure employees understand their contracts and have the ability to review and adjust them if actual hours regularly exceed contracted hours
    • Activities that support an environment where staff are educated about, and feel empowered to, address their physical wellbeing
    • Activities that support an environment where staff are educated about and feel empowered to report and address bullying and harassment
    • Activities to cascade good practice on fair working conditions throughout the supply chain
    • Offer a pay and leave entitlement to all eligible staff who become kinship carers, ideally equivalent to statutory adoption pay and leave
    • Payment of more than the National Minimum Wage or National Living Wage (as appropriate) to the contract workforce
    • Monitoring and reporting of gender and ethnicity pay gaps and plans to address them where necessary
    • Entitlement to sick pay for the contract workforce, with provision in place for any staff who do not meet the earnings threshold for statutory sick pay, payment of sick pay from day one of absence and payment of staff on the contract workforce who are off sick a replacement income of 100% of their usual earnings for as long as possible
    • Understanding of in-work progression issues affecting the market, industry or sector relevant to the contract, and in the supplier’s own organisation and those of its key sub-contractors
    • Measures to support in-work progression to help people in the contract workforce, to move into higher paid work by developing new skills relevant to the contract
    • Support for the contract workforce by providing career advice, and providing opportunities for staff working on the contract with in-work progression career development into known skills shortages or high growth areas
    • Support for educational attainment relevant to the contract, including training schemes that address skills gaps and result in recognised qualifications
    • Volunteering opportunities for staff
    • Understanding of the modern slavery risks and issues affecting the market, industry, sector or country (of origin or of source) relevant to the contract, and the workforce in the supplier’s own organisation and those of its key subcontractors
    • Measures to identify, mitigate and manage modern slavery risks relating to the contract and how these will be implemented
    • Outline policies and practices to be applied to or put in place for the contract to mitigate and manage modern slavery risks, including: Pre-employment checks, recruitment practices. Workplace conditions, safeguarding plans and processes in place and regular monitoring with relevant groups considered, which may include sampling
    • How these flow down the supply chain and are monitored Illustrative examples include reporting, site visits, audits, etc.
    • How to ensure business decisions re: price/cost, short lead times, payment timescales do not create modern slavery risks in the supply chain
    • How the supplier will work with NGOs, trade unions or other businesses to address modern slavery risk

  • Mission: Kick start economic growth. To secure the highest sustained growth in the G7 - with good jobs and productivity growth in every part of the country making everyone, not just a few, better off.

    Policy Outcome 2: Skills for growth: Supporting growth sectors and addressing skills gaps.

    • Understanding of employment and relevant skills issues, and of the education and training issues relating to the contract. Illustrative examples: demographics, skills shortages, new opportunities in high growth sectors, geographic/local community and skills/employment challenges
    • Activities to support relevant sector related skills growth and sustainability in the contract workforce. Illustrative examples: careers talks, curriculum support, literacy support, safety talks and volunteering

  • Mission: Kick start economic growth. To secure the highest sustained growth in the G7 - with good jobs and productivity growth in every part of the country making everyone, not just a few, better off.

    Policy Outcome 3: Resilient, innovative and flexible supply chains: Support economic growth through enabling resilient businesses, opportunities for small businesses and voluntary, community and social enterprises

    • Understanding of the types of businesses in the market and the level of participation by new businesses, entrepreneurs, start-ups, SMEs, VCSEs and mutuals
    • Activities to identify opportunities to open up sub-contracts under the prime contract to a diverse range of businesses, including new businesses, entrepreneurs, start-ups, SMEs, VCSEs and mutuals
    • Plans for engaging a diverse range of businesses in engagement activities prior to appointing subcontractors (including activities prior to award of the main contract and during the contract term)
    • Activities that demonstrate a collaborative way to work with a diverse range of businesses as part of the supply chain
    • Ensuring accessibility to contracting and subcontracting opportunities for disabled business owners and employees
    • Structuring of the supply chain selection process to ensure fairness (e.g. anti-corruption) and encourages participation by a diverse range of businesses, including with regard to new businesses, entrepreneurs, start-ups, SMEs, VCSEs and mutual
    • Understanding of local demographics, needs and opportunities for the co-design of the goods, services and works to be delivered under the contract
    • Methods for engaging with different parts of the community (including the education system and charities representing the community) and how communities come together to inform decisions, strategy and projects to leave a positive legacy for future generations
    • Measures to involve local stakeholders and/or users in design (e.g. in the design of services, systems, products or buildings)
    • Plans for positive actions with community groups.
    • Measures for making facilities used in the delivery of the contract available for community groups, education or training
    • Measures to engage users and communities and build relationships to increase community integration build trust and influence how the contract is delivered
    • Plans to respond flexibly and adapt approaches to community engagement and initiatives
    • Support for community-led initiatives relevant to the contract. Illustrative examples: improving transport links; reducing loneliness; helping with English language proficiency; and facilitating social mixing among people with different backgrounds
    • Collaborating with anchor institutions and community groups to make facilities available for education, training or community events

  • Mission: Make Britain a clean energy superpower: To cut bills, create jobs and deliver security with cheaper, zero-carbon electricity by 2030, accelerating to net zero

    Policy Outcome 4: Sustainable procurement practices: Reducing carbon footprints, minimising waste, and promoting the use of clean energy and green technologies.

    • Understanding of opportunities for additional environmental benefits delivery in the performance of the contract, including working towards net zero carbon emissions and use of clean energy and green technologies
    • Collaborative ways of working with the supply chain to deliver additional environmental benefits in the performance of the contract, including working towards net zero carbon emissions and use of clean energy and green technologies
    • Delivery of additional environmental benefits through the performance of the contract, including working towards net zero carbon emissions and use of clean energy and green technologies
    • Understanding of how to influence staff, suppliers, customers, communities and/or any other appropriate stakeholders through the delivery of the contract to support climate and nature protection and improvement
    • Activities to reconnect people with the environment and increase awareness of ways to protect and enhance it

  • Mission: Break down barriers to opportunity: By reforming our childcare and education systems, to make sure there is no class ceiling on the ambitions of young people in Britain

    Policy Outcome 6: Employment and training: For those who face barriers to employment

    • Understanding of employment and skills issues, and of the skills and employment shortages of high growth sectors relating to the contract
    • Creation of employment opportunities particularly for those who face barriers to employment, such as prison leavers, care leavers and/or who are located in deprived areas, and for people in industries with known skills shortages or in high growth sectors
    • Delivery of training schemes and programmes to address any identified skills gaps and under-representation in the workforce for the contract (e.g. prison leavers, care leavers, kinship carers, disabled people)
    • Advertising, promotional and outreach activities designed to raise awareness of the offer to reach the target cohort
    • Understanding of the issues affecting the representation of disabled people in the workforce in the market, industry or sector relevant to the contract, and in the supplier’s own organisation and those of its key sub-contractors
    • Collection of the views and expertise of disabled people and their representative organisations on successfully supporting disabled employees or applicants
    • Inclusive and accessible recruitment practices, and retention-focused activities, including those provided in the Guide for line managers on recruiting, managing and developing people with a disability or health condition
    • Introducing transparency to pay and reward processes
    • Offering a range of quality opportunities with routes of progression if appropriate, e.g. T Level industry placements, students supported into higher level apprenticeships.
    • Working conditions which promote an inclusive working environment and promote retention and progression
    • Other measures to provide equality of opportunity for disabled people and those with health conditions into employment, including becoming a Disability Confident employer and inclusion of supported businesses in the contract supply chain
    • Understanding of the issues affecting inequality in employment, skills and pay in the market, industry or sector relevant to the contract, and in the supplier’s own organisation and those of its key sub-contractors. Measures to tackle inequality in employment, skills and pay in the contract workforce
    • Inclusive and accessible development practices, including guidance for line managers on recruiting, managing and developing people with a disability or health condition

  • Mission: Break down barriers to opportunity: By reforming our childcare and education systems, to make sure there is no class ceiling on the ambitions of young people in Britain

    Policy Outcome 7: Creating a pipeline of opportunities: For the contract workforce, reducing barriers to entry for under-represented groups.

    • Understanding of the issues affecting the development of new skills by target cohort
    • Understanding of the underlying factors affecting improvements to reduce barriers to entry and training schemes for the target cohort(s) related to the contract workforce
    • Understanding of issues relating to entering the contract workforce
    • Creation of outreach activities to create a pipeline of employees for the future contract delivery
    • Content of the outreach activity is designed to suit the target cohort
    • Advertising, promotional and outreach activities designed to raise awareness of the offer to reach the target cohort

  • Mission: Build an NHS fit for the future: That is there when people need it; with fewer lives lost to the biggest killers; in a fairer Britain, where everyone lives well for longer.

    Policy Outcome 8: Increasing productivity through physical and mental wellbeing: In the supply chain and communities in the relevant area.

    • Understanding of issues relating to health and wellbeing, including physical and mental health, in the contract workforce
    • Understanding barriers to access to health and social care services or employment opportunities e.g. digital inclusion
    • Inclusive and accessible recruitment practices, development practices and retention policies that support-focused activities including those provided in the Guide for line managers on recruiting, managing and developing which support people with a disability or health condition
    • Actions to invest in the physical and mental health and wellbeing of the contract workforce

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 publicsectorbids@ultima.com. Tell them what format you need. It will help if you say what assistive technology you use.