OLM Systems

Nalytics - Data Preservation

Businesses need to keep pace with modern IT (increase operational efficiency etc.). Systems are decommissioned/ replaced by newer platforms as organisations migrate to a ‘Cloud’ strategy’.

HOW to manage associated legacy data?

Nalytics Legacy Data Preserve addresses this, providing a fully-searchable, secure repository of archived legacy data in the Cloud.

Features

• Secure, scalable, data archive environment
• Powerful, easy to use search functionality
• Precision search at sentence level
• Expand to view surrounding paragraphs and sections
• Combination of meta-data and free-text search
• Meta-data filtering and refinement
• Variable search scope (level): sentence, paragraph, document

Benefits

• Organisations can decommission old, incumbent systems
• Reduce IT infrastructure & licensing costs
• Negate expertise requirement to support legacy systems
• Expedite migration path to new systems
• No need to port entire data cohort, so faster migration
• New systems not ‘clogged-up’ with archivable data
• Reduction of ‘old’ systems that are vulnerable to security threats
• Better pathway to lean, agile IT estate
• Facilitate migration strategy from on-premise to Cloud SaaS
• Triage legacy data over time

£28,000 to £37,001 a licence a year

Service documents

• Pricing document

  PDF

• Skills Framework for the Information Age rate card

  PDF

• Service definition document

  PDF

• Terms and conditions

  PDF

Request an accessible format

If you use assistive technology (such as a screen reader) and need versions of these documents in a more accessible format, email the supplier at bidteam@olmgroup.com. Tell them what format you need. It will help if you say what assistive technology you use.

Framework

G-Cloud 14

Service ID

725573366974725

Contact

Andy Humphries
07702 904206
bidteam@olmgroup.com

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: Redbox; ECLIPSE Early Help (OLM Case Management); ECLIPSE Citizen Engagement Portal; ECLIPSE Bed Management Software); ECLIPSE Troubled Families (OLM Case Management); and any unnamed legacy solution that requires retiring or archival.
• Cloud deployment model:
  • Public cloud
  • Private cloud
  • Community cloud
  • Hybrid cloud
• Service constraints: We supply solutions that are flexible to meet our customer’s needs; we therefore place very few constraints on our customers. Maintenance arrangements for our customers are agreed on a case-by-case basis ensuring you have access to services when you need it. ; ; In addition, we also make available a product roadmap that ensures you know the features that are coming out and when you can expect them.
• System requirements: IE 9, 10, 11, Edge, Safari, FireFox and Chrome

User support

• Email or online ticketing support: Email or online ticketing
• Support response times: Contract is dependent on SLA .
• 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: Onsite support
• Support levels: We provide support levels to all customers through a defined statement in the Contract Agreement. ; Our Support Levels cover 1st, 2nd and 3rd line support through our supported hours (contract dependent).; We enable customers to raise, escalate, respond to and manage all their own calls. Support levels cover; incidents and requests for support not covered by the support contract.; Support is included within our pricing.; Account Management is provided with frequent account reviews. Cloud Support Engineers are available.
• Support available to third parties: Yes

Onboarding and offboarding

• Getting started: Onboarding is a process of project discovery, planning and execution that ensures we can deliver a service that meets the needs of our clients. We support our clients with a range of training options including onsite class room and one-2-one training, online web training videos, online help documentation and visual aids (such as tool tips when you hover the cursor over a function) on screen to describe the function provided.; In addition we support our clients training needs with help over the phone. Our online support ticketing service includes a FAQ section allowing customer to lookup common questions related to training needs and be guided to the most appropriate training channel.
• Service documentation: Yes
• Documentation formats: PDF
• End-of-contract data extraction: The index is built from the source content which is returned to the client upon ending the contract. The source content may take the form of Documents (for example Microsoft Word or PDF) or Records from a database.
• End-of-contract process: The service end is in line with the stated contract end process. Please refer to the contract for a definition.

Using the service

• Web browser interface: Yes
• Supported browsers:
  • Microsoft Edge
  • Firefox
  • Chrome
  • Safari
• Application to install: No
• Designed for use on mobile devices: Yes
• Differences between the mobile and desktop service: Our solution is designed to be responsive to the device that the users is accessing the solution from. Our responsive website automatically changes to fit the device you're reading it on. Typically there have been four general screen sizes that our responsive design has been aimed at: the widescreen desktop monitor, the smaller desktop (or laptop), the tablet and the mobile phone. Functionality is not impacted by the device, mobile or desktop.
• Service interface: No
• User support accessibility: WCAG 2.1 AA or EN 301 549
• API: Yes
• What users can and can't do using the API: Our API enables integration covering all levels of functionality which enables client server calls through a non vendor provided client application.
• API documentation: Yes
• API documentation formats:
  • PDF
  • Other
• API sandbox or test environment: Yes
• Customisation available: Yes
• Description of customisation: The service can be embedded as an iFrame with a number of documented features and views. The service can be OEM'd into own or third party applications. The service has a number of documented configurable options to define customized search criteria and screens.

Scaling

• Independence of resources: Each client instance is developed to be self contained; logically and/or physically independent of any other instance, and not impacted by the performance and maintenance of another clients instance. Client environments are not dependent upon one another.

Analytics

• Service usage metrics: Yes
• Metrics types: Our approach is to provide BI in relation to Up time, Usage time, Performance of Search and metrics on the users.
• Reporting types: Real-time dashboards

Resellers

• Supplier type: Reseller providing extra support
• Organisation whose services are being resold: Nalanda Technology Limited

Staff security

• Staff security clearance: Conforms to BS7858:2019
• Government security clearance: Up to Baseline Personnel Security Standard (BPSS)

Asset protection

• Knowledge of data storage and processing locations: Yes
• Data storage and processing locations:
  • United Kingdom
  • European Economic Area (EEA)
• 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: Less than 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
  • Physical access control, complying with SSAE-16 / ISAE 3402
  • Scale, obfuscating techniques, or data storage sharding
• Data sanitisation process: No
• Equipment disposal approach: A third-party destruction service

Data importing and exporting

• Data export approach: Stats for a data set or a set of results: ; An Excel spreadsheet will be generated and opened in a separate window.; The spreadsheet can be updated and saved as any other Excel document.; Users defined notes:; Authorised Users can save and share notes which may include content from the solution. Notes are exported in MS Word format.
• Data export formats:
  • CSV
  • Other
• Other data export formats:
  • MS Word
  • Zip
  • MS Excel
  • PDF
• Data import formats:
  • CSV
  • ODF
  • Other
• Other data import formats:
  • Almost any machine readable content is supported by our parser
  • Word, PST, PDF, TXT, PPT
  • XML

Data-in-transit protection

• Data protection between buyer and supplier networks:
  • Private network or public sector network
  • TLS (version 1.2 or above)
  • IPsec or TLS VPN gateway
  • Legacy SSL and TLS (under version 1.2)
• Data protection within supplier network:
  • TLS (version 1.2 or above)
  • IPsec or TLS VPN gateway
  • Legacy SSL and TLS (under version 1.2)

Availability and resilience

• Guaranteed availability: As part of our SLA we provide a high level of availability. The data within the service is an index of production data which can be re-indexed upon failure. The agreed SLA offers service credits for failure to meet the agreed standards as defined within the contract.
• Approach to resilience: This is available upon request.
• Outage reporting: Email alert notifications are provided to clients upon report or notification of an outage. We are working towards a management dashboard for monitoring and reporting of the hosting status.

Identity and authentication

• User authentication needed: Yes
• User authentication:
  • 2-factor authentication
  • Public key authentication (including by TLS client certificate)
  • Identity federation with existing provider (for example Google Apps)
  • Dedicated link (for example VPN)
  • Username or password
• Access restrictions in management interfaces and support channels: Dedicated roles are provided for management functions which are restricted to key users within the solution and the support channel. Role Based Access Controls enable or disable a users ability to management information and management functions.
• Access restriction testing frequency: At least every 6 months
• Management access authentication:
  • 2-factor authentication
  • Public key authentication (including by TLS client certificate)
  • Identity federation with existing provider (for example Google Apps)
  • Username or password

Audit information for users

• Access to user activity audit information: You control when users can access audit information
• How long user audit data is stored for: User-defined
• Access to supplier activity audit information: Users contact the support team to get audit information
• How long supplier audit data is stored for: User-defined
• How long system logs are stored for: At least 12 months

Standards and certifications

• ISO/IEC 27001 certification: Yes
• Who accredited the ISO/IEC 27001: BSi
• ISO/IEC 27001 accreditation date: 04/12/23
• What the ISO/IEC 27001 doesn’t cover: N/A
• ISO 28000:2007 certification: No
• CSA STAR certification: No
• PCI certification: No
• Cyber essentials: Yes
• Cyber essentials plus: Yes
• Other security certifications: No

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: This is available upon request.

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: We are fully ISO certified and these policies can be inspected as part of a client reviewing that information.
• Vulnerability management type: Conforms to a recognised standard, for example CSA CCM v3.0 or SSAE-16 / ISAE 3402
• Vulnerability management approach: This is available on request.
• Protective monitoring type: Conforms to a recognised standard, for example CSA CCM v3.0 or SSAE-16 / ISAE 3402
• Protective monitoring approach: We continually monitor third party information and news feeds for potential threats as well as our own management information logs. In addition we work closely with our hosting partners to ensure that we are always aware of threats to the services.; All incidents of potential compromise are put through our compromise triage process to assess the incident, the impact on services and the security of the solution.; Our response to incidents is dynamic and immediate to pass to our triage process.
• 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: All calls are recorded via our Support Portal. First Line Support analysts will review the calls and provide a timely resolution. Where a resolution cannot be delivered at this initial stage the incident will be transferred to one of our dedicated support teams who specialise in escalations from both the deployment and use perspectives. ; Incidents are reported Online with Telephone support available.; Reports are automated and managed by dedicated Account Managers.

Secure development

• Approach to secure software development best practice: Conforms to a recognised standard, but self-assessed

Public sector networks

• Connection to public sector networks: No

Social Value

• Social Value:

  Social Value

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

  Fighting climate change

  OLM is committed to achieving a sustainable world and fighting climate change through the reduction of carbon emissions. We have an Environmental Management System (EMS) and a Sustainability Programme in place, which detail what OLM is doing as an organisation to help the environment and reduce our carbon footprint. ; ; OLM’s Sustainability Programme is structured according to the ISO14001:2015 Environmental Standard clauses, and we deliver this to employees via an Environmental Management Operating Manual. We also keep a group-wide register of environmental objectives, targets and action plans.; ; One of the incentives we operate to encourage staff members to play a role in fighting climate change is the Ride to Work Scheme, which promotes a culture of cycling to work instead of using carbon-emitting cars and trains. ; ; OLM currently recycles 99.9% of the paper used and all electronic equipment is recycled and/ or decommissioned, thereby minimising the damage to the environment. ; ; OLM uses online meeting solutions to reduce staff travel and encourages staff to use public transport wherever possible in order to reduce our carbon footprint.; ; We collaborate with customers to identify paper-based business processes within the scope of the project and replace them with electronic systems, therefore, reducing the paper use. This includes promoting a paperless culture where communications and promotions are delivered digitally instead of via print as much as possible.; ; We also mobilise staff to enable mobile working, thereby reducing costs and improving the overall carbon footprint.

  Covid-19 recovery

  Since transitioning out of the 2020/21 lockdowns and related social distancing restrictions, OLM has continued to promote a clean and safe culture that remains vigilant of Covid risks. With this in mind, we have extended our remote working operations, thereby encouraging staff to work from home for majority of the time and only visiting the offices for group meetings and teamwork requiring a ‘needs in-person presence’. ; ; Due to this approach, we have significantly reduced our space to one floor at our Head Office, operating a new hot desk facility, and ensuring staff book in digitally to maintain manageable attendance. ; ; Within the building, we continue to offer hand sanitising facilities and distribute Covid-19 lateral flow to staff after they have visited. Any Covid-19 contractions are immediately reported company wide and sickness absence management continues to consider this additional threat.; ; In terms of supporting our wider stakeholder community, OLM previously designed and launched a new lite version of our case management software, which we offered for free during the pandemic to Local Authorities and charities who were involved in the Covid-19 response, to better support their remote operations. This software remains available today at a discounted option compared to our premium software.; ; Our Group cyber security arm, Hytec, also provided consultancy, advice, and guidance services to our cyber security customers on how to keep their operations safe from cyber-attacks during lockdown and the working-from-home culture.; ; OLM has (and will continue to, where required) completed Account Management meetings and Users Groups virtually, in order to ensure the safety of our staff and customers. Where necessary, face-to-face sessions have been reintroduced. This approach ensures our customer’s requirements and objectives are factored into such sessions.

  Tackling economic inequality

  OLM is committed to driving high value jobs in the technology sector/ creating opportunities that improve economic inequality. It’s not just the responsibility of Social Care organisations, but sustainable and supportive industry that makes a difference and sustains the future of our communities.; ; In 2022, we launched our OLM Academy to provide opportunities to individuals who show learning potential over academic excellence. The academy has already started to recruit from some of the UK’s poorest areas. We have also offered a ‘Ways to Work Scheme’ for many years to encourage young people to gain experience from companies, which leads to full time employment. ; ; We understand not all individuals are able to pursue academia and prefer vocational experience to kick start their careers. It is important to give people a glimpse into organisations at an early age in order to allow them to broaden their horizons on choices for their future. We have found this highly successful in bringing new talent into local areas, promoting economic growth, as well as giving people a gateway into full time employment. ; ; We also work with a number of local good causes and charities, allowing staff time to partake in fundraising activities. Recent examples include:; • Raising £2k for ‘Children in Need’; • Donating to Crisis and Help for Heroes ; • OLM@30: Walk in the Shoes of our Customers challenge - A challenge designed to raise awareness of our customers/local causes.; ; Where OLM conducts events/ carries out projects, it procures products/ services from local businesses. Services are procured through a local supply chain to support the local economy. We’re always keen to establish mechanisms for supporting local groups in terms of financial donations/ equipment.

  Equal opportunity

  OLM operates an Equality & Diversity policy that promotes and develops equality in the workplace of OLM. The policy ensures fairness in our decision making and maintains a good working relationship with all employees/ customers. ; ; We treat everyone with respect and consideration. There is no discrimination at OLM regardless of gender, marital or civil status, gender reassignment, pregnancy and parental leave, sexual orientation, nationality, national origin, ethnicity, race, colour, religion or belief, age, disability, part-time/ fixed-term working. ; ; OLM’s policy on equal opportunities complies with the statutory prohibitions on discrimination, so as to avoid unlawful discriminatory practices. This policy is monitored/ reviewed by the HR department in January of each year.; ; OLM is committed to driving high value jobs in the technology sector/creating opportunities that improve economic inequality. In March 2022, OLM launched a Developer Academy offering placements to individuals starting their career in software development in the UK. The academy has been specifically designed to support individuals who show learning potential over academic excellence.; ; We understand not all individuals are able to pursue academia and prefer vocational experience to kick start their careers. It is important to give people a glimpse into organisations at an early age to allow them to broaden their horizons on choices for their future. We have found this highly successful in bringing new talent into local areas, promoting economic growth, as well as giving people a gateway into full time employment. ; ; We promote equality/fairness in work - we advise our clients of the importance of using suitable accessible language within their citizen portals to ensure citizens are able to access the guidance on the support available.; ; In supporting the above, OLM staff are required to complete online training in equality, diversity, and inclusion as part of their joining OLM and as an ongoing process.

  Wellbeing

  OLM believes people and values are the lifeblood of our business. Too many organisations simply value words which don’t translate into the reality of the day-to-day. Our values flow through everything that we do - they define who we are and what we stand for.; ; Our values have been defined by our people and have been integral to the journey and will continue to be for our future. Core OLM values are:; • Enthusiastic: We enjoy what we do and get the job done; • Inquisitive: Start with why? Strive to deliver the best results ; • Collaborative: Work in partnership to co-design the very best solutions.; ; OLM maintains a Health & Safety policy - we also provide a H&S Handbook to staff, detailing the company’s intent to protect employees’ safety and to promote preventative measures designed to protect all staff against the risk of injury/illness. In line with this, OLM has two Employee Assistance Programmes (EAPs):; • Smart Health; • Care First.; ; Both schemes are designed to help employees with a range of life matters. These programmes intend to help staff and their families deal with personal problems that might adversely impact their work performance, health/wellbeing. The programmes cover areas such as Mental health support, managing money/relationships, family matters, work/careers, returning to work/retirement/illness and injury etc.; ; OLM offers employees eye care vouchers, childcare vouchers, a Cycle to Work scheme, and Menopause workshops, drop-in sessions, and a private online discussion channel, where employees can discuss any matters relating to menopause. ; ; OLM also has an above average annual leave entitlement, as well being fully compliant with the Living Wage.; ; Where OLM conducts events/carries out projects, it procures products/services from local businesses. Services are procured through a local supply chain to support the local economy.

Pricing

• Price: £28,000 to £37,001 a licence a year
• Discount for educational organisations: No
• Free trial available: No

Service documents

• Pricing document

  PDF

• Skills Framework for the Information Age rate card

  PDF

• Service definition document

  PDF

• Terms and conditions

  PDF

Request an accessible format

If you use assistive technology (such as a screen reader) and need versions of these documents in a more accessible format, email the supplier at bidteam@olmgroup.com. Tell them what format you need. It will help if you say what assistive technology you use.