OPEN TEXT UK LIMITED

Information Archive for UK Government

Information Archive is an enterprise archiving platform to secure and leverage application data (structured and unstructured).
It enables legacy application retirement and decommissioning; optimisation of production environments; application data integration and re-use to support new users, cloud applications and analytics.
Retention and compliance through easily accessible archive with reduced TCO.

Features

• Remote, single point of access for all archive data/content.
• Enhanced, secure, information access, eDiscovery and search and retrieval.
• Compliance policies including retention, encryption, legal holds and auditing.
• Ingest all application and database types, structured and unstructured content.
• Optimised Archiving information in an open, industry-standard format.
• Inheritance of retention policies according to classification of archived information.
• Defensible disposition - Destroying data either automatically or through approvals.
• Data security, encryption, and privacy supporting compliance, governance, GDPR.
• Defensible chain of custody validating data origin/integrity.
• Generative AI (GenAI) natural language and full text search

Benefits

• Decommissioning of costly legacy applications, optimise costs of production systems.
• Ensure regulatory compliance on structured data and unstructured content.
• Enable better strategic decisions by exposing data to analytics environments.
• Reduce risk and ensure compliance with regulatory and legal mandates.
• Ingest static data from multiple sources to contain data-hungry applications.
• Consolidated platform optimally storing, managing, and securing data.
• Better strategic decisions by leveraging information silos across the enterprise.
• Multiple archiving options (Table, Record, File, Compound).
• Application agnostic-Archive and preserve information from ANY business application.
• Reuse-Integration of data from different applications, new contextual views.

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

Framework

G-Cloud 15

Service ID

452454574922071

Contact

Gideon Jones
01189848000
gjones@opentext.com

About the service

• Service categories:
  • Applications
    • Content workflow and management
      • Content services
        • Enterprise Content Management Applications
        • Content Sharing and Collaboration Applications
      • Capture
        • Capture
      • Document
        • Document
      • Persuasive content management
        • Content Marketing Applications
      • EDiscovery and forensics
        • EDiscovery and forensics
• Multi cloud support: No

Service scope

• Software add-on or extension: No
• Cloud deployment model:
  • Public cloud
  • Private cloud
• Service constraints: Prior to agreeing contract, buyers should contact OpenText to confirm terms, solution and scope.
• System requirements: Not applicable. The service is provided using OpenText Cloud infrastructure.

User support

• Email or online ticketing support: Yes
• Support response times: Support levels for Priority 1 (Critical) calls will remain the same (24x7).; For all other priority calls - standard hours are 8am - 5pm Monday - Friday.; ; The Response Time commitments vary by the classification of the request, as per the list below:; ; • 1 hour Service request classified as Critical; • 2 hours Service request classified as Serious; • 8 hours Service request classified as Normal
• User can manage status and priority of support tickets: No
• 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: Please contact your OpenText representative for details. OpenText can provide our standard 'Prime Protect' or 'Premium Support' options. Details are available at: https://www.opentext.com/support
• Support available to third parties: Yes

Onboarding and offboarding

• Getting started: The solution is designed to be intuitive. Any additional requirement for Training or Knowledge Transfer would need to be agreed with OpenText prior to contract.
• Service documentation: Yes
• Documentation formats:
  • HTML
  • PDF
  • Other
• Other documentation formats: Online Help
• Documentation accessibility standard: None or don’t know
• How the documentation is accessible: PDF is available.
• End-of-contract data extraction: Please refer to the Contract Terms. The OpenText Subscription Agreement outlines the description of services provided, including any data return or data destruction obligations.
• End-of-contract process: OpenText offers a standard Data Return Service. Should additional services be required to provide data transformation, this will need to be agreed and charged for accordingly.

Using the service

• Web browser interface: Yes
• Supported browsers:
  • Microsoft Edge
  • Firefox
  • Chrome
• Application to install: No
• Designed for use on mobile devices: No
• Service interface: Yes
• Description of service interface: Browser interface and REST API.
• Accessibility standards: None or don’t know
• Description of accessibility: The solution is supported via browser on mobile devices however does not hold certification to the above standards. For further accessibility details, please refer to: https://www.opentext.com/about/vpat
• Accessibility testing: OpenText recognises the importance of accessibility to any customer who wishes to make their technology and electronic information accessible to all of their users. For over a decade, we have been committed to the ongoing improvement of our products and to support for accessibility guidelines and standards. For details, please refer to: https://www.opentext.com/about/vpat
• User support accessibility: None or don’t know
• API: Yes
• What users can and can't do using the API: The API is not designed for End Users. Everything that can be done in the UI can also be done in the REST API. For example, optionally Administrators and Configurators can interface through the REST API. Finally, REST API can be used to integrate with 3rd party applications, notably for ingestion and search.
• API documentation: Yes
• API documentation formats:
  • Open API (also known as Swagger)
  • HTML
  • PDF
• API sandbox or test environment: Yes
• Customisation available: Yes
• Description of customisation: Customers can also personalise the service through REST API or standard UI to suit preferences, unless it requires direct storage or OS access.; Additionally, we recommend that for knowledge transfer, or specific agreed services, OpenText Professional Services can be adopted depending on the configuration required.

Scaling

• Independence of resources: The offering is a Private Managed Cloud with segregation of data.

Analytics

• Service usage metrics: Yes
• Metrics types: Status reports will be delivered by the Delivery Managers. This report will include, and not limited to, the following elements:; • Call summary: closed, open and wait.; • Overview of all calls logged, in progress, waiting and resolved.; • Usage summary of any additional and optional support programs or services the customer is subscribed to.; • Metrics and other items as in the Cloud Services Agreement.; ; A distinction will be made in the report between support, product, consultancy, and training requests. Additionally, Audit information and dashboards for key measurements are available.
• Reporting types: Regular reports
• Resource tagging: No
• FOCUS resource tagging: No

Supplier type

• Supplier type: Not a reseller

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 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 / Secure Erase
• Equipment disposal approach: A third-party destruction service

Data importing and exporting

• Data export approach: Should data need to be returned in a specific format, OpenText services can provide services to cater for this. Should additional days be required to provide this data transformation, this will need to be agreed and charged accordingly.
• Data export formats:
  • CSV
  • Other
• Other data export formats:
  • Dependent on source format.
  • Can be transformed to chosen destination (e.g. XML to CSV).
• Data import formats:
  • CSV
  • ODF
  • Other
• Other data import formats:
  • For content, this is dependent on source format.
  • For content, any digital format is supported.
  • For data, this must be XML. Any schema is supported.

Data-in-transit protection

• Data protection between buyer and supplier networks:
  • TLS (version 1.2 or above)
  • IPsec or TLS VPN gateway
  • Other
• Other protection between networks: All traffic is via HTTPS using TLS encryption. Optionally, traffic can be restricted over VPNs only.
• Data protection within supplier network:
  • TLS (version 1.2 or above)
  • IPsec or TLS VPN gateway

Availability and resilience

• Guaranteed availability: Our application availability base level is 99.5%. This can be increased via contractual negotiations.
• Approach to resilience: All critical components of our solution are designed to be highly available with multiple instances running in more than one availability zone.
• Outage reporting: Email alerts.; Authorized points of contact (“POCs”) will be notified as soon as possible.

Identity and authentication

• User authentication needed: Yes
• User authentication:
  • Dedicated link (for example VPN)
  • Username or password
• Access restrictions in management interfaces and support channels: Our Cloud Services User Access Management policy restricts user access based on least privileged access guidelines. Workforce members are only granted rights to access assets needed to fulfil the job functions. Validation is enforced through a full life cycle for identity access management process, and a bi-monthly validation of all access privileges per policy.
• Access restriction testing frequency: At least every 6 months
• Management access authentication:
  • Dedicated link (for example VPN)
  • Username or password

Audit information for users

• Access to user activity audit information: You control when users can access 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: User-defined
• How long system logs are stored for: Between 1 month and 6 months

Security governance

• Named board-level person responsible for service security: No
• Software Security Code of Practice: No
• Security governance certified: Yes
• Security governance standards: ISO/IEC 27001
• Information security policies and processes: OpenText has a Global Information Security Policy based on ISO 27001:2013. The details of this policy are confidential. If required, OpenText will be prepared to discuss this policy and details of how these policies are followed on a one to one basis with our customers subject to an agreed NDA.

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: OpenText follows a fully mature ITIL Change Management process. More details are available upon request.
• Vulnerability management type: Complies with a recognised standard, for example CSA CCM v4.0 or SSAE-18 / ISAE 3402
• Vulnerability management approach: Monthly industry standard vulnerability scanning. External vulnerability scans. Results are collected, prioritized, and assigned to owners using the Common Vulnerability Scoring System, where they are assessed for resolution planning. Unified Threat Management system and Intrusion Prevention services. All critical vulnerabilities via a vendor patch, remediation asap but not later than 30 days of identification and release of appropriate system/application patch. All required system upgrades or patches, remediation within 90 days of their identification and the release of an appropriate system/application patch.
• Protective monitoring type: Complies with a recognised standard, for example CSA CCM v4.0 or SSAE-18 / ISAE 3402
• Protective monitoring approach: This is covered by the OpenText Information Security Incident Management policy described within our the Global Information Security Policy (GISP). Due to sensitivity of security issues, the GISP and ancillary documents are considered OpenText Confidential.
• Incident management type: Complies with a recognised standard, for example, CSA CCM v4.0 or ISO/IEC 27035:2011 or SSAE-18 / ISAE 3402
• Post-quantum cryptography secure: No
• Incident management approach: This is covered by the OpenText Information Security Incident Management policy described within our the Global Information Security Policy (GISP). Due to sensitivity of security issues, the GISP and ancillary documents are considered OpenText Confidential.

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

• Discount for educational organisations: No
• Free trial available: No

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

• Less than £250,000: 5%
• Between £250,000 and £500,000: 10%
• Between £500,001 and £1,000,000: 10%
• Between £1,000,001 and £2,500,000: 15%
• Between £2,500,001 and £5,000,000: 15%
• Over £5,000,001: 15%

Standards and certifications

• ISO/IEC 27001 certification: Yes
• ISO/IEC 27001 accredited by: Schellman Compliance
• ISO/IEC 27001 accreditation date: Monday 23 June 2025
• What the ISO/IEC 27001 doesn’t cover: The scope of the certification is detailed on our ISO27001 certificate which is dependent on product and datacenter. The Certificate is available upon request.
• ISO 28000:2022 certification: No
• ISO 9001 certification: No
• Quality management systems (QMS): Yes
• CSA STAR certification: No
• PCI certification: No
• Cyber essentials: Yes
• Cyber Essentials Certificate Number: 894b9a26-9a6e-4492-ace0-71d19d439956
• Cyber essentials plus: Yes
• Cyber Essentials Plus Certificate Number: E30978ec-2008-4b32-bac8-a1e4a2993ed1
• Other security certifications: No

Social value

• 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

  • New or retained jobs on the contract workforce in the relevant area that meet the criteria set out in MAC 1b, 1c and 1d
  • 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
  • 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
  • Payment of more than the National Minimum Wage or National Living Wage (as appropriate) to the contract workforce
  • 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
  • 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
  • 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
  • Means of influencing staff, suppliers, customers, communities and/or any other appropriate stakeholders with respect to modern slavery risks relating to the contract

  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
  • Plans for positive actions with community groups.
• 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.

  • 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

  • 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

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

  • Advertising, promotional and outreach activities designed to raise awareness of the offer to reach the target cohort
  • Creation of outreach activities to create a pipeline of employees for the future contract delivery
• 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.

  • 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 gjones@opentext.com. Tell them what format you need. It will help if you say what assistive technology you use.