Arcspeed Digital Solutions Ltd

Maintenance Records Register (MRR)

Our Maintenance Records Register is a highly configurable SaaS product which provides an intuitive and secure cloud-based central register for infrastructure and facilities management maintenance records.
MRR supports compliance with contractual KPIs by ensuring that maintenance records are visible and easily accessible to both internal stakeholders and external maintenance contractors.

Features

• Facilities Management, CAFM, Asset Management, CMMS, Maintenance, Inspections, Fault Management
• Software as a Service (SaaS), no hardware or infrastructure required
• Responsive web design Flexible API architecture for more complex integration
• Secure, role-based access to maintenance records Inc. External Contractors
• Manage Compliance to Standards and Legislation Reglatory Record Keeping
• Inline validation assures data quality at point of collection
• Digital Record Card capability using Arcspeed Mobile Asset Management
• Interactive dashboard providing real time metrics
• Comprehensive audit history, Quality Monitoring and Sampling Functionality
• Fully configurable to meet your organisation’s specific requirements

Benefits

• Ensures compliance with contractual, legislative and regulatory maintenance standards
• Maintenance records securely accessible to both internal and external stakeholders
• Highly flexible and scalable system architecture
• APIs allow easy integration with other enterprise systems
• Reduce costs through digitisation of maintenance records
• Software as a Service model reduces total cost of ownership
• Directly links maintenance records to relevant business processes and standards
• Portal enables suppliers to submit maintenance records to contracting organisation
• Centralised archive of Maintenance History for the contracting organisation

£2,999 an instance a year

• Education pricing available
• 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 glen@arcspeed.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

951461039996533

Contact

Glen Garrard
07799 718503
glen@arcspeed.co.uk

Service scope

• Software add-on or extension: No
• Cloud deployment model: Public cloud
• Service constraints: No
• System requirements: Accessible via any modern web browser.

User support

• Email or online ticketing support: Email or online ticketing
• Support response times: We provide an SLA based on the severity of the issue ranging from:; ; Severity 1 (High priority) where we aim to respond within 1 hour and fix within 4 hours 95% of the time,; ; to; ; Severity 4 (Low priority) where we aim to respond within 2 business days and fix within 5 days 95% of the time.; ; Business days are defined as Monday to Friday 0800 to 1800 excluding bank holidays.
• User can manage status and priority of support tickets: Yes
• Online ticketing support accessibility: WCAG 2.1 AAA
• 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: Consultancy £900 per day; Development & Integration £750 per day; Configuration £650 per day; Project Management £650 per day; Training £650 per day; Tester £650 per day; Data Migration £550 per day; Service / Support Analyst £550 per day; Enhanced Support for App Designer £600 per day
• Support available to third parties: Yes

Onboarding and offboarding

• Getting started: Training can be delivered either onsite or via electronic means.; ; A training needs analysis is undertaken for all new clients in order to determine the most appropriate method of training for the intended target audience.
• Service documentation: Yes
• Documentation formats:
  • HTML
  • PDF
• End-of-contract data extraction: Data can be accessed via web portal export facility or via API at any point during the contract.; We can also carry out a bulk export on the client's behalf via a support ticket.
• End-of-contract process: There is no additional cost as standard at the end of the contract. The self service features of the product allow customers to export their data themselves at the end of the contract. If a customer has bespoke additional requirements this will be quoted for based upon their requirements at our standard day rates.

Using the service

• Web browser interface: Yes
• Supported browsers:
  • Internet Explorer 11
  • Microsoft Edge
  • Firefox
  • Chrome
  • Safari
  • Opera
• Application to install: No
• Designed for use on mobile devices: Yes
• Differences between the mobile and desktop service: Responsive design allows the portal to be used on any device.
• Service interface: Yes
• User support accessibility: None or don’t know
• Description of service interface: The user interface is a browser accessible web portal allowing users to view dashboard reports, review and maintain data records, export data sets and manage configuration settings and administer user accounts and permissions.
• Accessibility standards: None or don’t know
• Description of accessibility: The application is intended for internal use within the organisation and its 3rd party supply chain and is not public facing. The users are able to:; ; Maintain Meta Data for Maintenance Activities; ; Upload Maintenance Documentation; ; Associate Maintenance Documentation with Work Orders; ; Carry out data quality sampling on Maintenance Records; ; Monitor Contractual compliance of provision of Maintenance Records
• Accessibility testing: Not currently however we intend to investigate opportunities to engage with users of assistive technology to test our products to enable us to identify any issues that they may encounter and from this feedback to determine where we can enhance the product during the course of 2025.
• API: Yes
• What users can and can't do using the API: Secure REST API provides access to all key data objects and operations within the application, enabling a great deal of flexibility for clients to integrate and transfer data between the product and their existing systems. Access to the API is configured according to individual client requirements during the onboarding process.
• API documentation: Yes
• API documentation formats: PDF
• API sandbox or test environment: Yes
• Customisation available: Yes
• Description of customisation: The platform offers a comprehensive range of system admin options which allow administrators to tailor the solution to the organisation's specfic needs. These include:; - Definition of master record types; - Configuration of custom attributes; - Population of custom lookup lists

Scaling

• Independence of resources: Cloud-based infrastructure, hosted in Azure, is automatically scaled up to accommodate peaks in demand.

Analytics

• Service usage metrics: Yes
• Metrics types: Number of users; Monthly transactions; Data storage volumes; Support tickets raised and associated response times
• Reporting types: Regular reports

Resellers

• Supplier type: Not a reseller

Staff security

• Staff security clearance: Other security clearance
• Government security clearance: None

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: No
• Datacentre security standards: Managed by a third party
• Penetration testing frequency: At least once a year
• Penetration testing approach: In-house
• Protecting data at rest:
  • Physical access control, complying with CSA CCM v3.0
  • Physical access control, complying with SSAE-16 / ISAE 3402
  • Physical access control, complying with another standard
  • Encryption of all physical media
  • Scale, obfuscating techniques, or data storage sharding
  • Other
• Other data at rest protection approach: Our service is entirely hosted in Microsoft Azure - see following links for more detail on data security:; ; https://docs.microsoft.com/en-gb/azure/storage/common/storage-service-encryption; ; https://docs.microsoft.com/en-us/azure/sql-database/transparent-data-encryption-azure-sql
• Data sanitisation process: Yes
• Data sanitisation type:
  • Explicit overwriting of storage before reallocation
  • Deleted data can’t be directly accessed
• Equipment disposal approach: A third-party destruction service

Data importing and exporting

• Data export approach: Via data export facility within web portal to either Excel or CSV format (for data) or native format for documents (eg pdf).
• Data export formats:
  • CSV
  • Other
• Other data export formats:
  • Excel
  • PDF
  • REST API
• Data import formats:
  • CSV
  • Other
• Other data import formats:
  • Excel
  • PDF
  • REST API

Data-in-transit protection

• Data protection between buyer and supplier networks:
  • Private network or public sector network
  • TLS (version 1.2 or above)
• Data protection within supplier network: TLS (version 1.2 or above)

Availability and resilience

• Guaranteed availability: Our Azure-based service infrastructure offers 99.995% availability. ; ; Our SLA is based on a target 1 hour response time / 4 hour fix time for Severity 1 faults.
• Approach to resilience: Our service is entirely hosted in Microsoft Azure which has a target of 99.995% availability.; ; Our platform supports point in time database recovery and geo-replication of services to alternate data centres.
• Outage reporting: Availability outages are currently reported via automated email alerts

Identity and authentication

• User authentication needed: Yes
• User authentication:
  • 2-factor authentication
  • Username or password
• Access restrictions in management interfaces and support channels: Access to management interfaces are restricted to key staff only and restricted by IP to trusted networks only.
• Access restriction testing frequency: At least every 6 months
• Management access authentication: 2-factor authentication

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 have access to real-time 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: No
• ISO 28000:2007 certification: No
• CSA STAR certification: No
• PCI certification: No
• Cyber essentials: Yes
• Cyber essentials plus: No
• Other security certifications: No

Security governance

• Named board-level person responsible for service security: Yes
• Security governance certified: No
• Security governance approach: Cyber Essentials accredited and currently in the process of implementing Cyber Essentials Plus
• Information security policies and processes: Cyber Essentials, details available on request.

Operational security

• Configuration and change management standard: Supplier-defined controls
• Configuration and change management approach: Our configuration and change management process is fully ITIL compliant and assures that all changes are reviewed for potential security impact prior to approval.
• Vulnerability management type: Supplier-defined controls
• Vulnerability management approach: Our vulnerability and threat management process is disciplined and rigorous and uses a range of industry-standard sources to ensure that potential threats are identified and mitigated in a timely and effective manner.
• Protective monitoring type: Undisclosed
• Protective monitoring approach: Our protective monitoring process is pro-active and makes use of industry standard tools including Azure's own built-in monitoring and logging facilities to ensure that compromises are identified and resolved in a timely and effective manner. ; Response times are in line with our SLA with all compromises classed as a Severity 1 incident (target 1 hour response / 4 hour fix).
• Incident management type: Undisclosed
• Incident management approach: We have a rigorous incident management process that is fully ITIL compliant.; ; Incidents can be logged via phone, email or online support portal and are managed in our Freshdesk instance, from where users can also access incident reports.

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

  Tackling economic inequality

  Tackling economic inequality

  We provide free user licences for users on government backed apprenticeships schemes

Pricing

• Price: £2,999 an instance a year
• Discount for educational organisations: Yes
• Free trial available: Yes
• Description of free trial: By arrangement we can offer a free trial of the solution for up to 10 users for 1 month.

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 glen@arcspeed.co.uk. Tell them what format you need. It will help if you say what assistive technology you use.