Civica UK Limited

Civica Spydus Library Management Solution

Spydus Library Management Solution integrates library resources, digital assets, archives, events and cultural collections in one powerful, easy-to-use system and discovery platform. Spydus is scalable, easily configured and customisable for single libraries and consortia. Streamlines operations, provides workflow automation for staff and a mobile first interface for library users.

Features

• 100% web based and mobile ready, fully integrated LMS
• Responsive clients, full access to functionality from any device
• SIP2 / NCIP / RFID / LCF compliant
• Mobile first; standards compliant customer centric discovery portal
• API Suite for real-time integration
• A single repository for digital assets including multimedia
• Complete archive and heritage management integrated- ISAD (G)2
• Real-time reporting and Business Intelligence Management Solution
• Cataloguing module is MARC21, RDA, AACR2, FRBR and Unicode compliant
• Customer and staff APP for IOS and Android

Benefits

• Reduce risk and overheads with cloud deployment
• Reduced systems costs, savings up to 50%
• Self-service …. Channel shift ..... Events
• Staff web application streamlines administration making tasks simpler to complete
• Customer-centric features enabling delivery of better customer service _Choice
• Make diverse collections accessible and searchable
• Easy to use, consistent look and feel throughout all modules
• Efficient consortium solution for up to 50% transportation cost reduction
• Save up to 80% on inter-library loans with Consortium lending
• UK Wide Support and Account Management Expertise

£5,000 a unit

• Education pricing available

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 g-cloud@civica.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

689221179717818

Contact

Civica UK Limited
+44 (0) 3333 214 914
g-cloud@civica.co.uk

Service scope

• Software add-on or extension: No
• Cloud deployment model: Private cloud
• Service constraints: The Spydus system will be available 24x365 to all users with a minimum 95% availability. The solution will be 99% available between 6am to 12am daily excluding pre-agreed maintenance windows
• System requirements:
  • Display-1024 X 768 or higher resolution
  • Windows 10, and Windows 11
  • MS Edge ,Chrome and Firefox
  • Offline Circulation requires Processor Pentium IV PC 800 MHz+ Equivalents
  • Offline Circulation requires RAM Minimum 1GB of RAM
  • Offline Circulation requires Hard disk Minimum 1GB free space
  • Internet connection 10/100 Mb Ethernet card and TCP/IP network connection
  • Offline Circulation requires .NET runtime 4.5.2 or above

User support

• Email or online ticketing support: Email or online ticketing
• Support response times: All questions raised between 9 to 5 (UK time), Monday to Friday are responded to on the day the question was raised. All questions raised at the weekend are responded too on the following working day.
• 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: "Standard support; Civica provides a Central Service Desk which provides both telephone and portal support. The Service Desk is staffed 24/7 and are able to provide general support between the hours on 09:00-17:00 Monday to Friday. The Service Desk manages both incidents and requests. ; ; Spydus standarad support includes the following:; • Software bug fixes, patches, service packs and associated services; • Management of all scheduled tasks ; • Management and maintenance of the database; ; Critical support; 24/7/365 critical cover is provided for all customers; ; An account manager would be allocated, they will meet with you on a regular basis (usually quarterly) to discuss with you any problems, plans or changes that you may wish to make. The support of our Help Desk is provided remotely."
• Support available to third parties: Yes

Onboarding and offboarding

• Getting started: "Civica has a proven track record delivering successful LMS projects on time and budget. Our UK project team work collaboratively through every phase of the project. Full implementation services based Prince methodology and include the following:; • Project management; • Software installation and setup; • Data conversion consultancy and services; • Training services (on-site and online); • User Documentation"
• Service documentation: Yes
• Documentation formats: PDF
• End-of-contract data extraction: Onboarding documentation is supplied via an online portal that enables the customer to access and update their project documentation plus issue and data logs. Offboarding documentation is supplied via a helpdesk call.; ; As a SQL data base a number of tools can be applied to make the copying process uncomplicated – including direct access by excel and the database would be destroyed after all data has been removed / copied as necessary.
• End-of-contract process: Data is provided in a comma delimited file at the end of the contract at no additional cost. Should different formats or requirements exist then meeting this requirements will require additional charges based on the SFIA rate card.

Using the service

• Web browser interface: Yes
• Supported browsers:
  • Internet Explorer 11
  • Microsoft Edge
  • Firefox
  • Chrome
• Application to install: No
• Designed for use on mobile devices: Yes
• Differences between the mobile and desktop service: We currently support the use of the Spydus Web Apps (WBA) in landscape orientation for tablets. Printing is not supported on either Android, iOS or Windows RT. A staff app is available for phone use allowing the simplification of remote tasks.
• Service interface: Yes
• User support accessibility: WCAG 2.1 AA or EN 301 549
• Description of service interface: Spydus OPAC is a flexible, easy to use, attractive resource discovery tool for library customers with a responsive, mobile-first design. Full searching options are provided, and resources can be retrieved and browsed with ease. Where appropriate, other titles by the same author; the same series; similar titles; and other titles borrowed by people who borrowed the title being viewed. Galleries of resources can be displayed based on elements in the records and such as new titles in a specific genre as well as fixed lists defined by staff users. Customisation of the interfaces is completed through the staff web app.
• Accessibility standards: WCAG 2.1 AA or EN 301 549
• Accessibility testing: Spydus supports standard Assistive Technology available in Microsoft Windows systems. Spydus has been successfully tested with the JAWS screen reading software, with the Microsoft Windows Magnifier and with ZoomText.
• API: Yes
• What users can and can't do using the API: The Spydus solution includes the Library Communication Framework (LCF) API which is a UK Library Industry set of well-formed RESTful XML web services that allows for seamless integration with other systems. These web services allow for any data to be created/updated/deleted in the LMS solution. The customer is able to add authentication details for their 3rd party providers directly through Spydus Maintenance module without any need to involve Civica.
• API documentation: Yes
• API documentation formats: Open API (also known as Swagger)
• API sandbox or test environment: Yes
• Customisation available: Yes
• Description of customisation: "The following areas of the system can be customised by users via the maintenance menu in the staff web app, following training:; • Library system policies and parameters ; • Messages including system messages, Notices and Email text ; • Levels of access for groups of staff and individual staff; • Home screen for Staff can be customised based on user group. Out of the box, Spydus has 20 system widgets that bring daily tasks directly to the home screen. System managers can push announcements to all users, or to a subset based on location or user group.; • Public Catalogue including colour schemes, brandings, text, searches, display of resources ; ; In addition reports can be customised via the reports module"

Scaling

• Independence of resources: "; Underlying hardware is dynamically allocated and balanced using VMware Dynamic Resource Scheduler (DRS). DRS ensures virtual servers are allocated the appropriate physical hardware resources at all times. DRS also enables virtual servers to be migrated to different physical hardware so system availability is maintained during planned or unplanned maintenance. Storage is allocated via a flash storage array capable of maintaining high IOPS throughput.

Analytics

• Service usage metrics: Yes
• Metrics types: Spydus includes an Enquiry interface which can report on system metrics. Every field is indexed and the system will report on each record type added to the system, by user and date. Every Enquiry search will provide a count. Statistics can be provided for across the service on via user actioned reports or via the system dashboard.; Google analytics is integrated with the Public catalogue to provide usage metrics.
• Reporting types: Real-time dashboards

Resellers

• Supplier type: Not a reseller

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
• 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 Tigerscheme qualified provider or a CREST-approved service provider
• 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: A third-party destruction service

Data importing and exporting

• Data export approach: Spydus supports the export of bibliographic, authority and holdings data in MARC and non-MARC formats, including, Dublin Core, CSV and XML via the Cataloguing module. Spydus Enquiry allows data to be exported CSV (for use in MS applications, XML and formatted data such MARC text or a file. Standard reports can be exported to PDF, HTML, CSV, TXT.
• Data export formats:
  • CSV
  • Other
• Other data export formats:
  • XML
  • MARC
• Data import formats:
  • CSV
  • ODF

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: https over TLS1.2 and we use IPSEC VPNs to secure insecure SIP2 traffic between our network and the buyers
• Data protection within supplier network: Other
• Other protection within supplier network: Backup is via site to site replication across an encrypted Civica dedicated MPLS link. Hosted data application services are provided over secure channels e.g. HTTPS, dedicated communication lines or VPN

Availability and resilience

• Guaranteed availability: Civica’s standard core hours are 8am-8pm, Monday to Friday (excluding UK Bank holidays). Access to the service (remote access to data centre, domain names, network connections, IP addresses, hosted software and equipment) during core hours will have an uptime availability of 99.99%
• Approach to resilience: Available on request.
• Outage reporting: Infrastructure related scheduled maintenance will not occur between 8:00 and 20:00 Monday to Friday excluding English Bank Holidays. Maintenance will be arranged with a minimum of 3 working days’ notice, and will include a detailed description of the planned works, planned outcomes, and a detailed back-out plan, unless otherwise stated.; Unplanned outages will be notified via the Civica Service Desk.

Identity and authentication

• User authentication needed: Yes
• User authentication:
  • Public key authentication (including by TLS client certificate)
  • Username or password
  • Other
• Other user authentication: Restricted by pre-approved IP address
• Access restrictions in management interfaces and support channels: Access is only available to authorised staff and via the internal network, 2 factor authentication and Username and password.
• Access restriction testing frequency: At least once a year
• Management access authentication:
  • 2-factor authentication
  • Dedicated link (for example VPN)
  • Username or password

Audit information for users

• Access to user activity audit information: Users contact the support team to get 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: Between 1 month and 6 months

Standards and certifications

• ISO/IEC 27001 certification: Yes
• Who accredited the ISO/IEC 27001: ISOQAR
• ISO/IEC 27001 accreditation date: 07/11/2023
• What the ISO/IEC 27001 doesn’t cover: NA
• ISO 28000:2007 certification: No
• CSA STAR certification: No
• PCI certification: Yes
• Who accredited the PCI DSS certification: Viking Cloud
• PCI DSS accreditation date: 11/08/2023
• What the PCI DSS doesn’t cover: Scope limited to CivicaPay service
• Cyber essentials: Yes
• Cyber essentials plus: No
• Other security certifications: Yes
• Any other security certifications:
  • ISO27701
  • ISO22301
  • PCI-DSS
  • Cyber Essentials

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: ISO27701 - Privacy Management; ISO22301 - Business Continuity; PCI-DSS; Cyber Essentials
• Information security policies and processes: In order to provide a wide range of services to public and private sector organisations, Civica maintains an active information security programme. This programme requires regular internal and external audit inspection of both physical and logical data protection structures. The policies and procedures are aligned to ISO 27001 and Cyber Essentials Plus certifications.

Operational security

• Configuration and change management standard: Conforms to a recognised standard, for example CSA CCM v3.0 or SSAE-16 / ISAE 3402
• Configuration and change management approach: All hosted assets metadata is stored in a Configuration Management Data Base. This data base is access controlled to authorised staff only. The CMDB provides information essential to the secure hosting of client critical services.; ; Civica's Change Management process ensures that all changes are considered and planned, and appropriate, and that there is a clear audit trail of all changes.
• Vulnerability management type: Conforms to a recognised standard, for example CSA CCM v3.0 or SSAE-16 / ISAE 3402
• Vulnerability management approach: Civica has vulnerability management processes in place for ISO27001 and PCI-DSS. These processes are externally audited on an annual basis to ensure continued compliance.; For external vulnerability scanning, Civica employs the services of an external ‘CHECK’ approved provider to perform an annual penetration test against the external management IP interface. Supporting this, Civica is also certified to the CESG approved Cyber Essentials scheme.
• Protective monitoring type: Conforms to a recognised standard, for example CSA CCM v3.0 or SSAE-16 / ISAE 3402
• Protective monitoring approach: Civica take a proactive approach to information security through a process of continual monitoring and review. As part of a documented risk assessment methodology to identify and manage information security risks a dedicated security team update the risk register monthly. ; Civica has a network monitoring solution in place ‘OpsView’ as well as a full antivirus and anti-malware solution. These technologies check the hosted services for errors, infections and unexpected network traffic and are support by Cisco IPS/IDS at the perimeter layer. This monitoring service provides defence in depth, against compromise, by detecting infections and suspicious networking activity within the environment.
• Incident management type: Conforms to a recognised standard, for example, CSA CCM v3.0 or ISO/IEC 27035:2011 or SSAE-16 / ISAE 3402
• Incident management approach: Civica have developed an Incident Management process (PRM07) under ISO 20000 standards which details both the Incident and Service Request Management processes. ; The Civica Service Desk manages end user Service Requests, Incidents and Requests for Change (RFCs) which can be logged by e-mail, telephone and web portal. ; Monthly customer reports will detail incident information.

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: Yes
• Connected networks: Joint Academic Network (JANET)

Social Value

• Social Value:

  Social Value

  • Fighting climate change
  • Tackling economic inequality
  • Equal opportunity
  • Wellbeing

  Fighting climate change

  As a company, we’ve made an ambitious commitment to achieve Net Zero Carbon emissions by 2040 (or sooner) by supporting our customers net zero ambitions, creating software with inbuilt sustainability and reducing our own impact.; ; Our Carbon Reduction Plan demonstrates our ambition to become industry leaders in reducing our environmental impact in support of the UK’s Net Zero Target. Underlining this ambition, we are focusing not only on our direct emissions sources but also actively engaging with our wider supply chain to understand, measure and develop meaningful emissions reductions targets in line with our Net Zero Target.; ; We are accredited to the ISO14001 Standard and to support delivery of our commitment our Environment, Social Value and Governance provides clear focus for the ongoing development of our environmental policy.; ; • We develop innovative software-based services that reduce power requirements.; • We help customers opt for more sustainable choices, through digital platforms/apps which remove paper, support flexible/agile working, underpinned by cloud-based services employing energy efficient technology.; • We support carbon neutrality with workforces/facilities to reduce carbon consumption over 10-years.; • We prioritise the use of green energy in Civica owned facilities within the next 10 years.; • We promote recycling through our ‘Zero to Landfill’ and ‘Zero Print’ schemes.; ; Our commitment to continue to promote with employees and customers a much greater responsibility and leadership in eliminating unnecessary single-use plastics; we will continue to look to make more innovative and systematic changes to further reduce our use of single-use plastics across the organisation and to openly share our outcomes and learnings.; ; We undertake SECR Streamlined Energy and Carbon Reporting on our environmental footprint and the progress we are making to becoming Net Zero. ; ; Our commitment to fighting climate change will help deliver the policy outcomes for fighting climate change under PPN 06/20.

  Tackling economic inequality

  Civica is committed to building an inclusive and diverse culture that tackles inequality in employment, skills and pay. We promote equal opportunity through all our activities and ensure rights for all employees are always protected. We are listed as a 2020 Financial Times Diversity Leader and we are a ‘Gold’ Investors in People company. ; ; We have increased our focus and commitment to ensure we proactively implement equal and non-discriminatory treatment to all our workers. We have implemented a Diversity & Inclusion Strategy and have a Diversity and Inclusion Lead to drive the implementation of this strategy. This aims to tackle inequality in recruitment practices, team development, skills and pay through the following actions:; ; • We are a Living Wage accredited employer.; • We recruit locally to where services are delivered.; • We are committed to developing the skills of young people near our client’s businesses e.g., for a local authority, we have developed a programme of engagement workshops for young people with the potential for digital work experience. ; • Our staff act as mentors for Youth Enterprise schemes in schools/universities.; • We are a member of the 5% club, an industry-led initiative focused on creating momentum behind the recruitment of apprentices into the UK workplace. ; • Over 2.5% of our workplace is made up of apprentices or graduates and we intend to increase this to 5% by the end of 2025.; • We provide our own apprenticeship programme for managers, giving them access to training and development that may not be accessible outside the workplace.; ; Our commitment to building an inclusive and diverse culture will help deliver the policy outcomes for tackling economic inequality under PPN 06/20 and will dramatically improve job prospects and increase earning potential for the young and job seeking communities.

  Equal opportunity

  Civica is committed to providing equal opportunities and building an inclusive and diverse culture. The more diverse our workforce, the more informed the decisions we can make for our customers, supporting the communities in which we work. ; ; We are proud to have been ranked as one of the top European companies for workforce diversity and equality, as chosen by in the Financial Times in 2020.; ; We are committed to building and maintaining an inclusive and supportive culture where diversity thrives:; ; • To ensure our recruitment practices support the attraction and hiring of diverse candidates, all vacancies are advertised on multiple Diversity & Inclusion platforms. ; • We run attraction campaigns targeting females and BAME applicants. We use a process of anonymised applications, competency-based questions and scoring to remove bias. We also use decoders to ensure job advertisements use gender and culturally neutral language. We also ensure mixed panel interviewing.; • We advertise vacancies on https://disabilityjob.co.uk/ and share diversity statements on all job adverts.; • We have made training on diversity and inclusion mandatory.; • We aim to ensure increased diversity of new starters in technology/sales/leadership roles by 10% per annum over the next 3 years.; • We aim to ensure that at least 50% of shortlisted people are being considered from a diverse background for roles above £35k.; • We promote affinity groups within the company who represent a group of people linked by a common characteristic, often underrepresented, or historically excluded, which acts as a ‘safe space’ for such individuals. This identity could be related to race, gender, sexual orientation, language, nationality, physical or mental ability, socioeconomic class, family structure, religion, amongst others.; ; Our commitment to providing equality of opportunity will support the delivery of the policy outcomes for equal opportunity under PPN 06/20.

  Wellbeing

  Civica actively promotes a mentally healthy workplace and workforce integrating mental health and general wellbeing in all that we do from recruitment, appraisals to strategic management.; ; Through our Health and Wellbeing Policy and 40+ Mental Health Champions we encourage a flexible and realistic work/life balance. Our HWP provides a foundation to support both the mental and physical health of our staff through: ; ; • Employee Assistance Programme and online Wellbeing Hub, which provides 24/7 access to websites, e-mail, phone and face-to-face counselling on all personal issues.; • Aviva DigiCare+ Workplace App providing external mental health consultancy.; • Mental Health Champions who support colleagues’ wellbeing in the workplace.; • RedArc Personal nurse service.; • Management Coaching - managers are trained in GROW (Goals, Reality, Options and Will) and in being Health and Wellbeing Advisors, supporting employees with mental/physical health needs.; • Health assessments/advice aimed at improving physical health.; • Cycle to Work scheme to aid physical and mental health.; • Weekly fruit drop for offices, encouraging a healthier diet.; • We provide free eye tests for all VDU users, encourage staff to take advantage of NHS flu vaccinations services, and support people wishing to use the NHS Stop Smoking Service.; ; We also support our customers’ and communities’ through The Civica Foundation, our home for all charity, community, volunteering and social value. Our Days of Difference initiative gives every Civica employee 3 days a year to make a difference to charitable or community causes. Our employees can use this individually, join-up as a team or take part in Civica coordinated events. ; ; Suppliers/subcontractors are subject to Civica’s Sub-contractor Selection Process as defined in our ISO9001 QMS, which includes criteria for assessing health and wellbeing policies.; ; Our commitment to providing equality of opportunity supports the delivery of the policy outcomes for Wellbeing under PPN 06/20.

Pricing

• Price: £5,000 a unit
• Discount for educational organisations: Yes
• 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 g-cloud@civica.co.uk. Tell them what format you need. It will help if you say what assistive technology you use.