PRESERVICA LTD

Preserve365® Professional Plus (P1) for UK Government

Preserve365® (P1) enables government organizations to standardize & streamline the secure archival transfer, access & digital preservation of long-term Microsoft 365 SharePoint records. It simplifies the future proofing of archival records for compliance and long-term value protection. Active Digital Preservation™ automatically ensures the long-term security, readability and authenticity of records.

Features

• Securely transfer records to the archive directly from SharePoint
• Standardise archiving for SharePoint files, folders, lists and libraries
• Use SharePoint search to quickly find any archived record
• Automatically maintain records in readable formats with Active Digital Preservation
• Render file formats without the original application
• Active file integrity checks and self-healing
• Part of the Microsoft 365 experience

Benefits

• Ensure effective compliance with FOI, regulatory & legal mandates
• Ensure records remain secure, trusted & useable over the long-term
• Enable simple, secure & scalable archival transfer processes from SharePoint
• Cements Microsoft as the system for collaboration, governance, and intelligence

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

Framework

G-Cloud 15

Service ID

610374916911775

Contact

Gareth Aitken
01235428900
info@preservica.com

About your service

• Service categories:

  Applications

  Content workflow and management

  • Document

  Content services

  • Enterprise Content Management Applications
  • Content Sharing and Collaboration Applications

  Persuasive content management

  • Digital Asset Management Applications
• Multi cloud support: No

Service scope

• Software add-on or extension: No
• Cloud deployment model: Public cloud
• Service constraints: Preservica will be entitled to interrupt the Services as defined in suspension clauses, or to carry out maintenance as follows: for urgent and critical maintenance to restore the Services, at any time without notice; or for urgent and critical maintenance to prevent the Services from becoming unavailable, at any time without notice; or for proactive maintenance during the Client’s Business Hours with 4 or more Business Hours prior notice; or for the release of new versions of the Services outside the Clients Business Hours without notice
• System requirements:
  • An open connection to the internet is required
  • Supported browsers: Google Chrome
  • Supported browsers: Microsoft Edge
  • Supported browsers: Safari (web browser upload only)
  • Minimum of E3/G3/A3 or Business Premium Microsoft 365 licences

User support

• Email or online ticketing support: Yes
• Support response times: Standard UK Support Services support hours are 09:00 – 17:30 GMT Monday to Friday except for public holidays in the USA and the UK where applicable. Urgent, High & Medium priority requests are responded to within 2 business hours. Low priority requests are responded within 4 business hours. The priority of each request will be determined by Preservica (acting reasonably and considering the views of the client).
• User can manage status and priority of support tickets: Yes
• Online ticketing support accessibility: WCAG 2.2 AA
• Phone support: No
• Web chat support: No
• Onsite support: No
• Support levels: Preservica ensures the same high standard of support for all customers using any edition of Preservica. The Support Service is provided at no extra cost. Customers have access to the Preservica Service Desk and through membership of our user community they can access the User portal which includes product documentation and helpful forums. They can access free to attend topic-by-topic​“how to” live training webinars as many times as necessary.
• Support available to third parties: No

Onboarding and offboarding

• Getting started: Preservica will provide online installation and user training. This includes access to:; -Installation configuration training: live sessions and documentation; -Administrator training: live and a series of training webinars covering the actions available to users with privileged permissions; -User training: a series of training webinars covering how to perform archival transfers, search and access material; -Documentation: access to Preservica documentation
• Service documentation: Yes
• Documentation formats:
  • HTML
  • PDF
  • Other
• Other documentation formats: Online videos
• End-of-contract data extraction: Preservica provides you with the ability to download content, and you can multi-select folders through both our Explorer interface and Search. When downloading in this way, depending on the content will deliver one of the following:; ; - If downloading simple assets (not multi-part, single representation), you get them in the same simple folder structure that you can see them in within Preservica; - If downloading multi-part assets or simple assets that have multiple representations) then you get them in a PAX (Preservation Asset eXchange) structure, which retains the relationship between content objects and representations; - Users have the ability to choose whether to also include metadata with the export which comes in OPEX (Open Preservation Exchange) files alongside content; - Users have the ability to control whether they want to export whole assets, just originals or just a specific representation; ; More information on OPEX is available here: https://developers.preservica.com/documentation/open-preservation-exchange-opex
• End-of-contract process: Customers can, for up to 30 days after the contract ends, export or copy their data. Should customers require any additional time beyond this 30-day period, a monthly fee, payable in advance will be charged that is equal to the Annual Subscription Fee divided by twelve. Preservica shall, without liability, be entitled to delete all Client Data and terminate all services 30 days after the termination date or any agreed paid for extension period.
• Documentation accessibility standard: None or don’t know
• How the documentation is accessible: Online Portal

Using the service

• Web browser interface: Yes
• Supported browsers:
  • Microsoft Edge
  • Chrome
  • Safari
• Application to install: Yes
• Compatible operating systems: Other
• Designed for use on mobile devices: No
• Service interface: Yes
• User support accessibility: WCAG 2.2 AA
• Description of service interface: Preservica Professional Edition Interface: The Preservica web app is for customer users to ingest, curate, administer and preserve digital files stored in their preservation repository. Preservica Portal: This web portal is an out-of-the-box customisable website for providing public access to selected content stored in the customer's preservation repository.; ; The primary interface is the customer's Microsoft SharePoint.; Preservica Archive and Preserve365 Administration interfaces: These web apps are for authorized users to administer Preserve365 and to view and download digital files stored in the archive.
• Accessibility standards: WCAG 2.2 AA
• Accessibility testing: N/A
• API: No
• Customisation available: No

Scaling

• Independence of resources: Preservica is built with scalable components. Preservica manages and monitors workflows using a workflow engine that orchestrates their control and management. Workflow execution is done using dedicated queue management tools. The ability to add and remove processing nodes at runtime allows Preservica to easily meet peak demands and volume fluctuations. The services that support concurrent users can be scaled as necessary.

Analytics

• Service usage metrics: Yes
• Metrics types: Material actions taken by a user, including any changes made to content & exports, are systematically recorded in the internal audit logs. The audit trail collects a timestamp of each action as well as a short description of what was done and the user that preformed the action. Administrators can view this information.; ; Preservica contains a report of who logged in when, including user actions, all tracked in the internal audit logs. A wide range of changes are logged and can be viewed by Administrators.
• Reporting types: Real-time dashboards
• Resource tagging: No
• FOCUS resource tagging: No

Resellers

• Supplier type: Not a reseller

Staff security

• Staff security clearance: Other security clearance
• Government security clearance: Baseline Personnel Security Standard (BPSS)

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: No
• Datacentre security standards: Managed by a third party
• Penetration testing frequency: At least once a year
• Penetration testing approach: ‘IT Health Check’ performed by a CREST-approved service provider
• Protecting data at rest: Encryption of all physical media
• Data sanitisation process: No
• Equipment disposal approach: Complying with a recognised standard, for example CSA CCM v4.0, CAS (Sanitisation) or ISO/IEC 27001

Data importing and exporting

• Data export approach: Authorised users in Microsoft SharePoint can download access representations, a copy of the file in its original format, preservation master & file properties.; ; In the Preservica user interface, users can perform a search and select individual items or choose to download all results, along with metadata. However, if content is available via the more public facing Access and Discovery Portal, users can only download individual items and not multiple items. There is also an option to turn off the download feature for the Access and Discovery Portal.
• Data export formats:
  • CSV
  • Other
• Data import formats: Other
• Other data import formats:
  • Any SharePoint file format
  • Any SharePoint list
  • Any non Microsoft format

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: Preservica shall use its reasonable endeavours to provide an uptime Subscription Service level availability of at least 99.5% measured per month, which percentage excludes any downtime which is caused by: maintenance as outlined in the terms and conditions; or outages caused by the Client or its Authorised Users, including Client integrated applications, Client infrastructure and / or Client Security Breach; or a Force Majeure Event affecting Preservica or its service providers; or Preservica suspending or terminating the Client or its Authorised Users access to the Services in accordance with Preservica's rights under the Terms.
• Approach to resilience: Resilience & disaster recovery is built into the Preservica platform. Preservica uses self-healing, replicated storage and Preservica maintains regular backups of all operational and services information to quickly recover your service if required. We keep backup copies of the metadata database and conduct and facilitate regular disaster recovery testing. Preservica maintains regular backups for the operational service data (separately from the Client Data) to ensure a fast and trouble-free recovery. Preservica provides a Recovery Point Objective (RPO) of 24 hours and Recovery Time Objective (RTO) of 4 hours.
• Outage reporting: In the event of a service-affecting outage Preservica is committed to promptly informing, & keeping updated, all affected customers by emailing the primary contacts listed for each customer.

Identity and authentication

• User authentication needed: Yes
• User authentication:
  • Multi-Factor Authentication (MFA)
  • Identity federation with existing provider (for example Google Apps)
  • Username or password
  • Other
• Other user authentication: Microsoft systems access is granted so the Preserve365; enterprise application can access data in Microsoft 365 via the Microsoft Graph and SharePoint APIs. This is requested upon installation of the product and can be managed by the customer in their active directory subsequently. All users of Preserve365 are authenticated against a customer’s Azure Active Directory using Microsoft MSAL libraries. Preserve365 checks to authorize that the user is permitted to perform each request. Identity federation is only applicable to the Preserve365 element of the product offering.
• Access restrictions in management interfaces and support channels: Preserve365 users are authenticated against customer’s Azure Active Directory using Microsoft MSAL libraries. The Preservica archive uses a very flexible and fine-grained security model that administrators can easily customize to meet an organization's existing security requirements. It uses the industry-standard Role-Based Access Control (RBAC) approach. All digital content and collections in Preservica are assigned a security tag.; ; Management interfaces are restricted through network access control and similar controls. Preservica support staff will only access customer data if explicitly granted by the customer in the support request.
• Access restriction testing frequency: At least once a year
• Management access authentication:
  • Multi-Factor Authentication (MFA)
  • 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: At least 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
  • Other
• Other security governance standards: Cyber Essentials Plus, SOC Type II
• Information security policies and processes: Preservica's information security management system (ISMS) complies with the ISO 27001:2022 standard. It details the organisation’s direction and commitment to the security of information.; ; It is Preservica’s policy to ensure:; ; -We satisfy our information security requirements; -Information is protected against unauthorised access; -Confidentiality of information is assured; -Integrity of information is maintained; -Availability of information is ensured; Regulatory and legislative requirements are met;; Business continuity plans are maintained and tested;; Information security training is available to all staff;; Breaches of information security are reported to, and investigated by, the Information Security Team;; Information security objectives are set, tracked, and reported; and; We undertake continuous improvement activities.; This policy, and the ISMS which defines procedures to support the implementation of the policy, along with a framework for risk assessments and risk management, are a demonstration of our commitment to protect all information within the organisation, and to satisfy all the relevant requirements of ISO 27001:2022.; ; Information Security is lead by the Chief Information Security Officer (CISO). The CISO reports to the Chief Technology Officer and also has a dotted line to the CEO and Chairman of Board. Information Security is embedded in everything we do at all levels.
• Software Security Code of Practice: Yes

Operational security

• Configuration and change management standard: Supplier-defined controls
• Configuration and change management approach: Configuration and change management processes are ISO27001:2022 certified and detailed in Preservica's Change Management procedure reference: TRN-OP30.
• Vulnerability management type: Supplier-defined controls
• Vulnerability management approach: Preservica's vulnerability management processes are ISO 27001:2022 certified and detailed in Preservica's Vulnerability and Patch Management Policy reference: SEC-PY17.
• Protective monitoring type: Supplier-defined controls
• Protective monitoring approach: Preservica's protective monitoring processes include a incident management procedure which is certified to ISO27001:2022, 24/7 security operations centre and logs are aggregated in a security incident event management platform. Reference: SEC-OP16
• Incident management type: Supplier-defined controls
• Incident management approach: Preservica's protective monitoring processes include a incident management procedure which is certified to ISO27001:2022, 24/7 security operations centre and logs are aggregated in a security incident event management platform. Reference: SEC-OP16
• Post-quantum cryptography secure: No

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 v4.0)

Public sector networks

• Connection to public sector networks: No

Pricing

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

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: BSI
• ISO/IEC 27001 accreditation date: Monday 14 April 2025
• What the ISO/IEC 27001 doesn’t cover: Control 8.30 is not applicable as all development is conducted in house.
• ISO 28000:2022 certification: No
• ISO 9001 certification: Yes
• Who accredited the ISO 9001 certification: BSI
• ISO 9001 accreditation date: Tuesday 10 December 2024
• What the ISO 9001 doesn’t cover: Anything outside of the stated certification scope "The development, supply, maintenance and support of software products and the provision of SaaS solutions hosted by 3rd party cloud suppliers."
• Quality management systems (QMS): Yes
• CSA STAR certification: No
• PCI certification: No
• Cyber essentials: Yes
• Please provide your Cyber Essentials Certificate Number: Fd418c9c-41df-4960-b845-e7f89c8ee43f
• Cyber essentials plus: Yes
• Please provide your Cyber Essentials Plus Certificate Number: 3c78760b-413d-43bb-b610-7ea36fbc9a59
• Other security certifications: Yes
• Any other security certifications:
  • SOC 2
  • TX-RAMP Level 2

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

    • 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
    • Payment of more than the National Minimum Wage or National Living Wage (as appropriate) to the contract workforce
    • 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
    • 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

  • 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

  • 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 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

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