Preservica Ltd.

Preserve365 Professional for UK Government (P1)

Preserve365 (P1) enables government organizations to standardize and automate the secure archival transfer and 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 public 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 archived records
• Automatically maintain records in readable formats with Active Digital Preservation
• Render file formats without the original application
• Active file integrity checks and self-healing
• Sync the archive with SharePoint Retention Labels
• Part of the Microsoft 365 experience

Benefits

• Ensure effective compliance with FOI, regulatory & legal mandates
• Close the capabilities gap for storing long-term content
• Protect long-term content readability with Active Digital Preservation™
• Keep records secure & trusted over the long-term
• Make securely transferring records really simple for users
• Replace insecure & manual transfer processes
• Archive inactive & important legacy content to reduce clutter
• Enable users to quickly self-serve the records they need
• Maximize your Microsoft 365 investments

£25,750 a licence

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

Framework

G-Cloud 14

Service ID

733747568318802

Contact

Gareth Aitken
01235 428 900
gareth.aitken@preservica.com

Service scope

• Software add-on or extension: No
• Cloud deployment model: Public cloud
• Service constraints: Preservica will be entitled to carry out maintenance as follows: ; ; -for urgent and critical maintenance to restore services, at any time without notice; -for urgent and critical maintenance to prevent services from becoming unavailable, at any time without notice; -for proactive maintenance during client working hours with four or more Business Hours prior notice; -for the new releases versions of the Services anytime, provided Preservica has given the Client not less than 3 Business Days prior notice; -for any other maintenance requirement, Preservice shall attempt to minimise interruption of the Services during client working hours.
• System requirements:
  • An open connection to the internet is required
  • Supported browsers: Google Chrome v77+
  • Supported browsers: Internet Explorer v11
  • Supported browsers: Mozilla Firefox v69+
  • Supported browsers: Safari v12 (web browser upload only)
  • Minimum of E3/G3/A3 or Business Premium Microsoft 365 licences

User support

• Email or online ticketing support: Email or online ticketing
• 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: None or don’t know
• 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: Customers can use the built-in workflows to export all content and metadata as dissemination DIP packages that can be downloaded to their network. Using a built-in workflow exports the content in folders to an AWS bucket (S3 storage location) or Azure container (hot blob storage location) that you own.
• 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.

Using the service

• Web browser interface: Yes
• Supported browsers:
  • Internet Explorer 11
  • Firefox
  • Chrome
  • Safari
• Application to install: No
• Designed for use on mobile devices: No
• Service interface: Yes
• User support accessibility: WCAG 2.1 AA or EN 301 549
• Description of service interface: 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 2.1 AA or EN 301 549
• 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

Resellers

• Supplier type: Not a reseller

Staff security

• Staff security clearance: Other security clearance
• 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
• User control over data storage and processing locations: No
• 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: ‘IT Health Check’ performed by a Tigerscheme qualified provider or 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 v.30, 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 Archive user interface, users can perform a search and select individual items or choose to download all results, along with metadata.
• 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: 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, except in respect of any downtime which is caused by: ; -Maintenance as outlined above; or ; ; -Outages caused by the Client, including but not limited to, Client Integrated Applications, Client Infrastructure and / or Client Security incidents; or ; ; -A Force Majeure Event affecting Preservica or its Service Providers; or ; ; -Preservica suspending or terminating the Client's access to the Services in accordance with Preservica's rights under the Terms. ; ; If Preservica fails to meet this SLA, the client may request and Preservica shall consider remediation by following the dispute resolution process.
• 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 uses Azure’s Zone-Redundant Storage (ZRS) to provide high levels of data durability and availability by automatically and synchronously replicating customer data across three Azure availability zones within the primary region. Each zone is located in a separate independently powered and administered location. ZRS offers durability of at minimum 99.9999999999% in a given year. It ensures the high availability of data and that it is accessible even if a zone is unavailable.; ; 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:
  • 2-factor authentication
  • 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.
• 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. This tag is used to control which groups of users can access assets and metadata. For support channels administrators can request which users can view all support tickets for the organization or just those they have created.
• 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: 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

Standards and certifications

• ISO/IEC 27001 certification: Yes
• Who accredited the ISO/IEC 27001: BSI
• ISO/IEC 27001 accreditation date: 22/11/2022
• What the ISO/IEC 27001 doesn’t cover: The certification complies with the requirements of ISO/IEC 27001:2013 for the following scope:; ; The development, supply, maintenance and support of software products and the provision of SaaS solutions hosted by 3rd party cloud suppliers. This is in accordance with the Statement of Applicability version v2 dated 6th of September 2022.
• 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
  • Other
• Other security governance standards: Cyber Essentials Plus
• Information security policies and processes: Preservica's information security management system (ISMS) complies with the ISO 27001:2013 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 27001:2013.; ; Information Security is lead by Martyn Simpson - Head of Information Security. The Head of Information Security reports to the CTO and also has a dotted line to the CEO and Chairman of Board. Information Security is embedded in everything we do at all levels.

Operational security

• Configuration and change management standard: Supplier-defined controls
• Configuration and change management approach: Configuration and change management processes are ISO27001:2013 aligned 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 27001:2013 aligned 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 aligned to ISO27001:2013, 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 aligned to ISO27001:2013, 24/7 security operations centre and logs are aggregated in a security incident event management platform. Reference: SEC-OP16

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 v3.0)

Public sector networks

• Connection to public sector networks: No

Social Value

• Social Value:

  Social Value

  Fighting climate change

  Fighting climate change

  Preservica has set out our detailed Commitments to a new Sustainability Charter for assessing the long-term sustainability; and durability of digital preservation service providers that has been independently reviewed and ratified by a working group of major institutions and industry professionals from across the globe.; ; The Charter incorporates 7 Sustainability Principles that go beyond product functionality to encompass broader long-term; sustainability dependencies such as how a provider manages customer’s data, develops and innovates software, operates the; service, engages with users and partners, ensures long-term financial viability, practices good corporate governance and importantly, addresses the environmental impact of its business and services. ; ; Principle 7 pertains to environmental sustainability and that digital preservation providers should be able to demonstrate a commitment to measuring and minimizing the environmental impact of its service; and invests in new technologies that enable customers to minimize the environmental impact of their digital preservation activities. ; ; To this end Preservica has engaged a specialist environmental; sustainability firm Small World Consulting to assist in baselining the carbon footprint of Preservica’s cloud based digital preservation services. SWC will make recommendations on ways to reduce environmental impact and produce guidance for Preservica customers & staff on ways they can reduce the impact of their digital preservation activities & Preservica's business activities.; ; More information and a copy of the Charter can be accessed here: https://preservica.com/sustainability

Pricing

• Price: £25,750 a licence
• Discount for educational organisations: No
• Free trial available: Yes
• Description of free trial: 7 day and 14 day free trials options are available upon request. 7 day trials do not include Preservica Archive features whilst 14 day trials do.

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