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
Pricing
£11,000 to £110,000 a unit a year
Service documents
Request an accessible format
Framework
G-Cloud 13
Service ID
6 5 5 4 5 0 2 6 2 4 7 7 2 9 5
Contact
OfficeLabs Ltd
Graham Bidwell
Telephone: 01392 24 0 365
Email: 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
- Our standard support plan aims to respond to new cases within four working hours, on Monday to Friday excluding English public holidays and weekends. Extended SLAs and weekend support can be offered at additional cost.
- User can manage status and priority of support tickets
- Yes
- Online ticketing support accessibility
- None or don’t know
- 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 four hours of receiving a request. Our support team are experienced cloud support engineers who can advise on any request, query or issue. We offer support services which scale to your business depending on the amount of support hours you wish to use per month. Our Retained Technical Services are available from £750 per day.
- 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
- No
- 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
- Fighting climate change
-
Fighting climate change
As a company who delivers its services and solutions remotely, OfficeLabs carbon footprint is lower than the average SME – we do not require our people to commute daily into central locations, thereby reducing this aspect to global warming.
As an employer, we encourage carbon-negative approaches to life, and encourage alternatives to motor vehicles when office-based meetings are held. - Covid-19 recovery
-
Covid-19 recovery
As a remote-based employer, delivering technical services and solutions, OfficeLabs continued working throughout Covid-19 and lockdowns.
During the pandemic, and since the end of lockdowns, OfficeLabs have seen its business grow, including with international clients, and has recruited additional people. - Tackling economic inequality
-
Tackling economic inequality
OfficeLabs are primarily an employer who delivers services through remote working.
This working practice reduces the costs and logistics of commuting, which is often a barrier to employment for lower-income and/or rural communities.
OfficeLabs provide the equipment to ensure employees can perform their work properly, and we provide training to help all employees develop their skills and experience to improve their quality of life. - Equal opportunity
-
Equal opportunity
OfficeLabs are an equal opportunities employer: we employ people according to their suitability for the role dependent upon their skills, abilities, and behaviours, not their characteristics.
We are proud to employ people across the demographic diaspora, including people with disabilities and provide the equipment all people need to perform their work.
We do not tolerate abusive or discriminatory actions or behaviours from or towards any person. - Wellbeing
-
Wellbeing
OfficeLabs values its people and understands the need to create working environments that support the needs of its employees.
As a company who primarily deliver our services through remote-working, we have weekly 1:1 check-ins with our colleagues, and hold weekly, company-wide meetings to ensure every person is valued and engaged.
After the prolonged spell of Covid-19 lockdowns, we recently began re-introducing office-based working facilities for employees who request them to ensure people have real-person engagements and do not feel isolated.
We also actively support our people with their charitable and voluntary works.
Pricing
- Price
- £11,000 to £110,000 a unit a year
- Discount for educational organisations
- No
- Free trial available
- No