OfficeLabs Ltd

Gimmal Records

Gimmal Records is an Enterprise-class content and records management in Microsoft 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 Microsoft365, 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, Microsoft 365
• Maximize Microsoft 365 to manage assets, physical and electronic records
• Rapid deployment reduces up front cost and time to launch

£28,000 a licence a year

Service documents

• Pricing document

  PDF

• Skills Framework for the Information Age rate card

  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 hello@officelabs.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

478786352682146

Contact

Graham Bidwell
01392 24 0 365
hello@officelabs.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: Microsoft 365; Microsoft SharePoint Server; Microsoft SharePoint Online; BOX; Documentum; OpenText; File Shares
• Cloud deployment model:
  • Public cloud
  • Private 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: Standard support is 0900-1700, Monday to Friday, excluding English public holidays and weekends. We will respond within one hour of receiving a request. Our support team are experienced cloud support engineers.
• User can manage status and priority of support tickets: Yes
• Online ticketing support accessibility: WCAG 2.1 A
• 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: Standard support is 0900-1700, Monday to Friday, excluding English public holidays and weekends. We will respond within one hour of receiving a request. Our support team are experienced cloud support engineers. Maintenance and support package is priced at 25% of the overall project cost per year with a 1-year minimum commitment.
• 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 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:
  • Microsoft Edge
  • Chrome
• 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
• User support accessibility: None or don’t know
• Description of service interface: Gimmal Records 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 is configured to meet the information management requirements of the customer.

Scaling

• Independence of resources: Gimmal Records is hosted either on customer infrastructure or in a UK Cloud Services (aka 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
  • European Economic Area (EEA)
  • Other locations
• 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: Complying with a recognised standard, for example CSA CCM v.30, CAS (Sanitisation) or ISO/IEC 27001

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)
• Data protection within supplier network: TLS (version 1.2 or above)

Availability and resilience

• Guaranteed availability: Monthly Uptime Percentage of 95% guaranteed
• Approach to resilience: Our services are provided through the Microsoft 365 environment:; https://docs.microsoft.com/en-us/compliance/assurance/assurance-data-resiliency-overview?view=o365-worldwide
• 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
• Cyber essentials: Yes
• Cyber essentials plus: Yes
• 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.; Primary threat sources:; https://www.ncsc.gov.uk/; https://security.microsoft.com/homepage
• 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

Social Value

• Social Value:

  Social Value

  • Fighting climate change
  • Covid-19 recovery
  • Tackling economic inequality
  • Equal opportunity
  • Wellbeing

  Fighting climate change

  OfficeLabs are a Cloud-based IT solutions provider who deliver modern, effective IT solutions that can be accessed from anywhere with a connection to the internet. We provide flexible working solutions for our customers and our people that enable people to reduce their carbon consumption. Many of our people live considerable distances from our Head Office and our customer locations, and our solutions ensure that business can be conducted without the need for travel. Transport accounts for 21% of carbon emissions in the world, with road transport comprising 75% of that total. Covid lockdown restrictions reduced UK carbon emissions from transportation by 19%. Our solutions – as exemplified by our working practices, provide both the mechanism and proof that flexible working IT solutions can make a significant contribution towards fighting climate change by enabling our people and our customers to reduce their need for travel and energy intensive office space.

  Covid-19 recovery

  OfficeLabs are a Cloud-based IT solutions provider who deliver modern, effective IT solutions that can be accessed from anywhere with a connection to the internet. During Covid-19 lockdown, OfficeLabs saw a steady increase in custom from organisations who needed to implement the remote-working solutions we use and supply. During that period, OfficeLabs increased its permanent workforce by 25% and utilised contractors for workstreams that offered only short-term prospects. Since the end of Covid-19, OfficeLabs has increased its permanent employee numbers by 400%, doubling the workforce in the past 18 months alone. Some of the greatest aspects to our business, is that we have been able to provide permanent employment for three groups of people who are most affected by barriers to employment: those with disabilities and other chronic conditions for whom commuting would have been a barrier to work; those living in rural communities and not served by public transport or good road networks, and parents of school-aged children, for whom child arrangements may be either non-existent or beyond economic viability. OfficeLabs solutions promote the same ethos and capability to our customers so that they may be able to retain or recruit employees who might otherwise have been unduly impacted by Covid-19. OfficeLabs are able to demonstrate the value and efficiency of our work model and technology by using the products and services we supply. Our technology helps UK and international organisations provide viable employment opportunities to those who for whom outdated systems and working practices prevented flexible employment according to their circumstances.

  Tackling economic inequality

  OfficeLabs are a Cloud-based IT solutions provider who deliver modern, effective IT solutions that can be accessed from anywhere with a connection to the internet. During Covid-19 lockdown, OfficeLabs saw a steady increase in custom from organisations who needed to implement the remote-working solutions we use and supply. During that period, OfficeLabs increased its permanent workforce by 25% and utilised contractors for workstreams that offered only short-term prospects. Since the end of Covid-19, OfficeLabs has increased its permanent employee numbers by 400%, doubling the workforce in the past 18 months alone. Some of the greatest aspects to our business, is that we have been able to provide permanent employment for three groups of people who are most affected by barriers to employment: those with disabilities and other chronic conditions for whom commuting would have been a barrier to work; those living in rural communities and not served by public transport or good road networks, and parents of school-aged children, for whom child arrangements may be either non-existent or beyond economic viability. OfficeLabs solutions promote the same ethos and capability to our customers so that they may be able to retain or recruit employees who might otherwise have been unduly impacted by Covid-19. OfficeLabs are able to demonstrate the value and efficiency of our work model and technology by using the products and services we supply. Our technology helps UK and international organisations provide viable employment opportunities to those who for whom outdated systems and working practices prevented flexible employment according to their circumstances.

  Equal opportunity

  OfficeLabs are a Cloud-based IT solutions provider who deliver modern, effective IT solutions that can be accessed from anywhere with a connection to the internet. With our Head Office based in Exeter, Devon, OfficeLabs are acutely aware that it can be difficult recruiting and retaining people whose personal circumstances may provide barriers to employment. Our IT solutions enable us to recruit and retain the people we need because of their capabilities regardless of their (protected) characteristics or personal circumstances. Our recruitment practices are based on capability and potential. We undertake all necessary background checks to ensure our people are not vulnerable to nefarious activities. People who might normally be excluded from employment or face insurmountable barriers to employment and/or progression are provided with flexibility, resources and support that they or their circumstances need to fulfil their potential. Our employment practices and IT remote-work solutions reduce personal, economic, environmental and social costs of working from a fixed location far from home. In 2020, we recruited our first person with multiple disabilities from a demographic that struggle with gaining and retaining employment, and with their input we became a Disability Confident Employer in 2022. Since 2021, OfficeLabs has doubled its workforce and seen its proportion of people with disabilities and/or from disadvantaged or minority groups increase to over 37%. Our approach to employee development is one of continual improvement, and we provide all our people with access to an array of training resources, and we fully encourage other developmental opportunities, such as charitable and voluntary work, and involvement in workstreams that complement their role and ambitions within the company. With more than 50% of our employees coming from demographics known to be under-represented in our industry, OfficeLabs is proud to be an equal opportunities employer.

  Wellbeing

  OfficeLabs are a Cloud-based IT solutions provider who deliver modern, effective IT solutions that can be accessed from anywhere with a connection to the internet. OfficeLabs live and breathe the technology we implement for our customers: our people use the same technology to work from locations and in a manner that is appropriate for them. With our Head Office based in Exeter, Devon, OfficeLabs are acutely aware that recruiting and retaining valued people who live across the UK and work remotely can exacerbate issues such as loneliness and feelings of disconnect for some people. For many years, OfficeLabs have convened regular online meetings with all our people to counteract the reality of home-based work, and we expanded those to twice-weekly in 2022: the first is primarily work-focused, and the second is primarily social – a virtual water/tea/coffee meeting point. The Senior Leadership also conduct regular one-to-one discussions with all staff to ensure their wellbeing is met and provide support whenever needed. In 2021, OfficeLabs launched an annual company gathering that comprised events to involve all our people in developing the strategy and plans, and activities to foster camaraderie and develop healthy inter-personal relationships. We also listened to our people and re-engaged facilities that enabled home-based employees to work from other locations to overcome feelings of isolation when they need. In 2022, OfficeLabs introduced a health package for our people that includes access to emotional and psychological health services, and we introduced a pre-Christmas holiday event that brings our people together in a hearty activity that places non-technical people with technical people in light-hearted competition. In 2024, we launched an events series called “Connected Futures” that demonstrates to other organisations how we and they can implement modern IT solutions in a people-centric mann

Pricing

• Price: £28,000 a licence a year
• Discount for educational organisations: No
• Free trial available: No

Service documents

• Pricing document

  PDF

• Skills Framework for the Information Age rate card

  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 hello@officelabs.co.uk. Tell them what format you need. It will help if you say what assistive technology you use.