ResourceSpace

ResourceSpace

ResourceSpace is an open source Digital Asset Management platform from an ethical employee-owned Certified B Corporation.

Features

• Configurable to meet the needs of your brand
• AI automated metadata tagging
• Natural language and reverse image search
• Facial detection and recognition
• Configurable workflows for uploading and downloading
• Configurable permissions to restrict or block content
• Automated transcription of audio and video files
• Easy asset sharing
• Support for Single Sign On and MFA
• Duplicate management and blocking

Benefits

• Save time tagging resources with AI generated metadata
• Fine the files you need quickly and easily
• Tag people in all images they feature in almost instantly
• Approve or deny uploads and downloads quickly and easily
• Share assets externally quickly and easily
• Secure access for all users
• No duplicate files
• Ensure only the latest versions of assets are being used
• Integrate with other systems to move assets between platforms seamlessly
• Convert files into the format and sizes that you need

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

Framework

G-Cloud 15

Service ID

669107753129793

Contact

James Rein
01367 710245
info@montala.com

About your service

• Service categories:

  Applications

  Content workflow and management

  Persuasive content management

  • Digital Asset Management Applications
• Multi cloud support: No

Service scope

• Software add-on or extension: No
• Cloud deployment model:
  • Public cloud
  • Private cloud
  • Community cloud
  • Hybrid cloud
• Service constraints: https://www.resourcespace.com/knowledge-base/systemadmin/general_requirements
• System requirements:
  • MySQL compliant database
  • Web server
  • PHP minimum 7.4
  • Subversion
  • ImageMagick
  • FFmpeg
  • Ghostscript
  • Inkscape

User support

• Email or online ticketing support: Yes
• Support response times: See section 2.4 of our terms: https://www.resourcespace.com/terms
• User can manage status and priority of support tickets: No
• Phone support: No
• Web chat support: No
• Onsite support: No
• Support levels: All new clients are assigned a dedicated Customer Success Manager. They'll be responsible for working with you to configure the system and using the functionality to solve your problems. Each support package comes with a number of consultancy hours per year and, of course, unlimited technical support for bug fixes. Full administrator training is provided and the support continues as you become more familiar with the system and develop new requirements. We're always happy to configure new functionality, install plugins and make sure you're getting the most from ResourceSpace.
• Support available to third parties: No

Onboarding and offboarding

• Getting started: Our support services cover consultancy, configuration and training. All new clients are assigned a dedicated Customer Success Manager who's responsible for learning about the problems the customer would like the system to solve, working with them to configure the system to meet their needs exactly and training them to ensure they are comfortable using and managing it and get the most out of it. ; Support is ongoing as clients become more familiar with the system and we're always available to discuss new requirements, make changes and introduce new functionality. ; We provide online training and have a selection of user guides as well as our extensive knowledge base.
• Service documentation: Yes
• Documentation formats:
  • HTML
  • PDF
• End-of-contract data extraction: There are three methods:; 1. Clients can download all files in the system via the front end with an accompanying CSV containing all the metadata for each resource. ; 2. We can provide a full download link that will contain everything the client needs to recreate their existing ResourceSpace instance, exactly as is, on their own server. ; 3. For clients with API access they can use this to extract their files and metadata and move them into a new system.
• End-of-contract process: At the end of the contract we can guide the client through the download and CSV export process or send them the full download link. This requires a password that expires each day which we need to give them over the phone. ; If the client would rather use the API to migrate their assets to another system that would fall outside the support contract - but they would be free to use the API however they wanted to achieve this.
• Documentation accessibility standard: WCAG 2.2 AA

Using the service

• Web browser interface: Yes
• Supported browsers:
  • Microsoft Edge
  • Firefox
  • Chrome
  • Safari
  • Opera
  • Other
• Application to install: No
• Designed for use on mobile devices: Yes
• Differences between the mobile and desktop service: Certain menus will be collapsed by default when viewing the system on a mobile device.
• Service interface: Yes
• User support accessibility: WCAG 2.2 AA
• Description of service interface: ResourceSpace is accessed through a secure, web-based service interface available via standard modern web browsers, with no client software required. The interface provides tools to upload, search, view, download and manage digital assets, edit metadata, manage collections, and take part in workflows, all according to user permissions. Administrative users can configure metadata schemas, workflows, user groups, access controls and branding through the same interface.; ; In addition, ResourceSpace provides a documented REST-style API that acts as a service interface for system-to-system interaction, allowing authorised integrations to automate uploads, metadata updates, searches and workflow actions.
• Accessibility standards: WCAG 2.2 AA
• Accessibility testing: ResourceSpace’s interface has been tested with users of assistive technology through independent third-party accessibility audits carried out by Blue Frontier, a specialist accessibility consultancy. These assessments include testing with common assistive technologies such as screen readers, keyboard-only navigation, and browser accessibility tools. Testing is carried out against recognised accessibility standards and real-world usage scenarios. Findings and recommendations from these reviews are fed back into ongoing interface improvements to ensure the service remains usable and accessible for users with a range of accessibility needs.
• API: Yes
• What users can and can't do using the API: ResourceSpace provides a REST-style API that allows users to integrate the service with other systems and automate day-to-day operations. The API is intended for content management and integration, not for initial platform provisioning or infrastructure management.; ; What users can do; ; Using the API, authenticated users can upload, retrieve, update and delete digital assets; search assets and read or update metadata; manage collections; trigger workflows. All actions are controlled by the same role-based permissions used in the web interface.; ; Setting up the service through the API; ; Initial service setup (hosting, storage, security configuration and core system settings) is not performed through the API. This is handled during onboarding by Montala or by administrators using the web interface. Once live, the API can be used to automate operational setup tasks such as creating users within existing roles and importing assets and metadata at scale.; ; Making changes through the API; ; Users can make ongoing changes to assets, metadata, collections and user accounts (within permission limits).; ; Limitations; ; The API does not allow changes to core system configuration, hosting infrastructure or security-critical settings, and cannot be used to bypass permissions.
• API documentation: Yes
• API documentation formats:
  • Open API (also known as Swagger)
  • HTML
• API sandbox or test environment: Yes
• Customisation available: Yes
• Description of customisation: ResourceSpace can be extensively customised to meet organisational needs while maintaining a secure, supported service. Customisation covers metadata structures, workflows, user permissions, branding, and integrations with other systems. Organisations can define custom metadata fields and schemas, configure approval and publishing workflows, control access through user groups and permissions, and apply branding such as logos, colours, and interface text. Optional features and plugins can be enabled or disabled to suit specific use cases.; ; Customisation is primarily carried out through ResourceSpace’s web-based administrative interface, which allows authorised users to configure the system without requiring code changes. For more advanced requirements, customisation can be achieved through configuration options, plugins, and the API, for example to integrate with external systems, automate imports or exports, or adapt workflows. Montala can also carry out bespoke configuration or development as a professional service where required.; ; Customisation is restricted to authorised users. System administrators within the customer organisation can manage configuration, metadata, workflows, and user permissions. End users can customise aspects of their own experience, such as saved searches, collections, and display preferences, within the limits set by administrators. Hosting, infrastructure, and core platform behaviour are managed by Montala to ensure service stability, security, and supportability.

Scaling

• Independence of resources: ResourceSpace is designed to minimise the impact of one customer’s usage on others. Customers on the Platinum Cloud tier are hosted on fully segregated infrastructure, ensuring they are not affected by the demand placed on the service by other users. Customers on shared infrastructure are protected through capacity planning, resource limits, and active performance monitoring. System load, storage usage, and service performance are continuously monitored, and resources are scaled or rebalanced proactively if thresholds are approached. This ensures fair usage and consistent performance across all customers.

Analytics

• Service usage metrics: Yes
• Metrics types: ResourceSpace has a comprehensive reports and analytics suite. All sorts of data is available including number of downloads, resource views, uploads, search terms, resources with zero views, keyword searches and resource edits. We can provide custom reports as part of the support service too.
• Reporting types:
  • Real-time dashboards
  • Regular reports
  • Reports on request
• Resource tagging: Yes
• FOCUS resource tagging: Yes

Resellers

• Supplier type: Not a reseller

Staff security

• Staff security clearance: Conforms to BS7858:2019
• 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: Complies with a recognised standard (for example CSA CCM version 4.0)
• 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 SSAE-18 / ISAE 3402
  • Encryption of all physical media
  • Scale, obfuscating techniques, or data storage sharding
• Data sanitisation process: Yes
• Equipment disposal approach: In-house destruction process
• Data sanitisation type:
  • Explicit overwriting of storage before reallocation / Secure Erase
  • Physical Destruction / Hardware containing data is completely destroyed

Data importing and exporting

• Data export approach: Users can export their data at any time during the contract without restriction. ResourceSpace allows administrators to download the entire system, including all files and associated metadata, ensuring customers retain full ownership and control of their data. Within the application, users can export metadata in standard CSV format and download assets and collections as TAR or ZIP archives. As open source software, ResourceSpace is designed to avoid vendor lock-in, and customers are explicitly free to export all data in open, widely supported formats for reuse, migration, or long-term preservation.
• Data export formats:
  • CSV
  • Other
• Other data export formats:
  • TAR (full system or files)
  • ZIP (files)
• Data import formats:
  • CSV
  • ODF
  • Other

Data-in-transit protection

• Data protection between buyer and supplier networks: TLS (version 1.2 or above)
• Data protection within supplier network:
  • IPsec or TLS VPN gateway
  • Other
• Other protection within supplier network: Data within our network is protected using encrypted communications and strict network controls. Communication between servers is secured using SSH and encrypted private network links. Access between systems is restricted using firewalls and IP address allow-listing so that only authorised services can communicate. Where servers are distributed across different network segments or locations, private links or VPN-style encrypted connections are used to protect data in transit. Legacy SSL and insecure protocols are not used.

Availability and resilience

• Guaranteed availability: We shall make our best efforts to make the services available to you at all times but we shall not, in any event, be liable for interruptions of service or down-time of the server.; These are the uptimes from the past year:; ; Availability (excluding planned maintenance) = 99.997%; Availability (including planned maintenance) = 99.991%; ; If there were a window of unplanned downtime longer than four hours then we'd extend the expiry date of the service by a week.
• Approach to resilience: ResourceSpace is designed for resilience at both application and infrastructure level. The service is hosted in professionally managed UK data centres with redundant power, networking and environmental controls to reduce the risk of single points of failure. Core services are monitored continuously to detect issues early and enable rapid response.; ; Customer data is protected using a multi-layered approach. Each hosted system has hot standby backup servers that maintain a complete, regularly updated copy of data, allowing services to be restored quickly in the event of a primary system failure. In addition, offline backup copies are taken and stored separately to protect against data corruption, accidental deletion, or security incidents such as ransomware.; ; Backups and standby systems are geographically separated from primary systems to reduce the impact of localised outages or physical incidents. Restoration processes are regularly tested as part of operational and security procedures. Detailed information about specific infrastructure arrangements and recovery objectives can be made available to customers on request.
• Outage reporting: ResourceSpace reports service outages primarily through direct email communication with affected customers. When an outage or significant service disruption occurs, Montala manually notifies customers by email with details of the issue, expected impact, and progress updates where appropriate. There is no public status dashboard or outage-reporting API. This approach ensures that communications are targeted, accurate, and relevant to affected users, particularly where outages may be limited to specific customers or services.

Identity and authentication

• User authentication needed: Yes
• User authentication:
  • Multi-Factor Authentication (MFA)
  • Identity federation with existing provider (for example Google Apps)
• Access restrictions in management interfaces and support channels: Access to management interfaces is restricted through strong authentication and role-based access controls. ResourceSpace administrative interfaces require authenticated user accounts and support multi-factor authentication and single sign-on, ensuring that only authorised users can access management functions. Permissions are granted on a least-privilege basis and are regularly reviewed.; ; Access to support channels is controlled through verified contact points. Support is provided via email and scheduled online meetings, and Montala verifies the identity and authority of individuals requesting support before discussing or making changes to customer systems. Sensitive actions are only carried out following explicit authorisation from approved customer contacts.
• Access restriction testing frequency: At least every 6 months
• Management access authentication:
  • Multi-Factor Authentication (MFA)
  • 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: 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

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: Montala follows a comprehensive set of information security policies and processes aligned with ISO/IEC 27001, under which the organisation is formally certified. These policies cover areas including access control, risk management, incident management, asset management, change control, supplier management, and business continuity.; ; Information security governance is led by senior management, with defined responsibility for the information security management system (ISMS). Risks are regularly assessed, recorded, and reviewed, and controls are selected and implemented in line with ISO 27001 requirements. Security incidents and near misses are logged, investigated, and escalated through a defined reporting structure, with corrective actions tracked to completion.; ; Compliance with policies is ensured through documented procedures, staff training, role-based access controls, and regular internal audits. External audits are carried out as part of ongoing ISO 27001 certification. Policies are reviewed at least annually, or sooner if there are significant changes to the service, regulatory environment, or threat landscape, ensuring they remain effective and up to date.
• Software Security Code of Practice: Yes

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: ResourceSpace follows a formal, documented change management process aligned with ISO 27001. All service components, including infrastructure, software, configuration, and scripts, are tracked throughout their lifecycle using version control and recorded change requests. Each change is logged, reviewed, approved, implemented, and signed off in a central system, with clear ownership and rollback plans where required. Changes are assessed for customer impact, operational risk, and security implications before approval. Infrastructure and security-relevant changes are subject to additional review by a Security Architect, and emergency changes are controlled and retrospectively reviewed.
• Vulnerability management type: Complies with a recognised standard, for example CSA CCM v4.0 or SSAE-18 / ISAE 3402
• Vulnerability management approach: Montala operates a formal vulnerability management process aligned with ISO 27001 and industry best practice. Potential threats are assessed through regular risk assessments, vulnerability scanning, code review, and review of changes as part of our change management process. We monitor trusted sources for threat intelligence, including vendor security advisories, CVE databases, hosting provider notifications, and security mailing lists. Security patches are prioritised based on risk and impact and are deployed promptly, with critical security updates applied as soon as practicable. All changes are tested and tracked through our controlled change management process.
• Protective monitoring type: Supplier-defined controls
• Protective monitoring approach: Protective monitoring is performed using a combination of automated monitoring, logging, and alerting across our infrastructure and applications. System, network, and application logs are centrally collected and reviewed to identify anomalous behaviour, unauthorised access attempts, or indicators of compromise. Automated alerts notify the on-call team of potential security incidents. When a potential compromise is identified, incidents are triaged immediately, containment actions are taken where required, and a formal incident response process is followed. Security incidents are responded to as soon as they are detected, with priority based on severity and potential impact.
• Incident management type: Complies with a recognised standard, for example, CSA CCM v4.0 or ISO/IEC 27035:2011 or SSAE-18 / ISAE 3402
• Incident management approach: Montala operates a defined incident management process aligned with ISO 27001. Pre-defined procedures exist for common information security and business continuity incidents, including data breaches, service outages and security weaknesses. All staff report incidents promptly via a central incident log in Montala’s internal system, with escalation to the Information Security Manager. Incidents are assessed, prioritised, investigated and formally closed with root cause analysis and corrective actions tracked. Customers are informed where relevant, and incident reports can be provided on request, including details of impact, remediation and preventative measures.
• 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: No
• Free trial available: Yes
• Description of free trial: We provide a hosted free trial with 10GB storage. All features are available except for API access and Single-Sign On. We do not offer on-boarding or support beyond an initial meeting.
• Link to free trial: https://www.resourcespace.com/free

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: Alcumus ISOQAR Ltd
• ISO/IEC 27001 accreditation date: Wednesday 10 December 2025
• What the ISO/IEC 27001 doesn’t cover: No exemptions.
• ISO 28000:2022 certification: No
• ISO 9001 certification: No
• Quality management systems (QMS): No
• CSA STAR certification: No
• PCI certification: Yes
• Who accredited the PCI DSS certification: Security Metrics
• PCI DSS accreditation date: Sunday 2 November 2025
• What the PCI DSS doesn’t cover: No exemptions.
• Cyber essentials: No
• Cyber Essentials Alternative: In relation to the services you do not have a current and valid Cyber Essentials certificate which has been awarded by one of the government approved Cyber Essentials accreditation bodies but you are working towards gaining it, and will be in a position to confirm that you have been awarded a current and valid Cyber Essentials certificate by one of the government approved accreditation bodies within 12 months of the date of award.
• Cyber essentials plus: No
• Cyber Essentials Alternative: None of the criteria
• 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

    • New or retained jobs on the contract workforce in the relevant area that meet the criteria set out in MAC 1b, 1c and 1d
    • 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
    • Payment of more than the National Minimum Wage or National Living Wage (as appropriate) to the contract workforce
    • 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

  • 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
    • 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
    • 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 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

  • 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

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