Training & managed services
Managed services: ongoing support that keeps your records system working
An ongoing partnership that keeps your system accurate, secure and in use.
Installing a system is the start, not the end. Managed services keep your records or library system accurate, secure and in use after go-live, without you needing in-house records or IT staff to do it.
We monitor the system, verify backups, apply updates, manage access as staff join and leave, and report quarterly on the state of your records, including the paper and storage reductions achieved.
Who it is for
Organisations running an EDMS or a Koha library system without dedicated records or IT staff. SACCOs, NGOs, schools and SMEs that want someone accountable for the system. Organisations whose system was installed by someone else and is no longer supported.
The problem it solves
Systems drift. Backups stop working without anyone noticing. Leavers keep their accounts. Updates are skipped. Filing standards slip, and within a year the system holds as much clutter as the shared drive it replaced. Regular, scheduled attention prevents this.
How we do it, step by step
Onboarding
We review the system, its configuration, backups and access, and agree a baseline.
Monitoring
System health is checked and reported monthly.
Backups
Backups are verified weekly and restores are tested quarterly, because a backup that cannot be restored is not a backup.
Updates and security
Security patches and platform updates are applied in planned windows.
User support
Staff get same-day support by WhatsApp and email.
Quarterly review
A quarterly report covers the state of your records, filing quality and the paper and storage reductions achieved.
Access as staff change
When someone joins, moves or leaves, their access must change with them. We manage accounts and permission groups on request and check them at each quarterly review. This matters for confidentiality and for the Data Protection Act 2019.
What the quarterly review covers
- System health, backups and restore tests over the quarter
- User accounts and permission groups, checked against current staff
- Filing quality: a sample of recent documents checked against your file plan and naming convention
- Paper and storage reductions, measured against your baseline
- Recommendations for the next quarter, in plain language
No lock-in
Managed services run month to month with 30 days' notice. Your data, configuration and documentation stay yours, and we hand them over in an orderly way if you move on.
What you receive
- Monthly system health monitoring report
- Weekly backup verification and quarterly restore testing
- Security patching and platform updates
- Same-day user support by WhatsApp and email
- Quarterly records review report
Timelines and cost
Support starts after an onboarding review and runs month to month. Fees are scoped per engagement, and you receive a written proposal within 48 hours.
Frequently asked questions
- Can you support a system someone else installed?
- Often, yes. We review it first and tell you what we can support and what would need to change.
- How do staff get help?
- By WhatsApp and email, with same-day responses.
- Is there a minimum contract?
- No. Managed services run month to month with 30 days' notice.
- What happens if something breaks?
- Tell us by WhatsApp or email. We respond the same day, find the cause and keep you informed until it is fixed.
- Do you host the system as well?
- Hosting is a separate service. See managed hosting.
Related services
EDMS Implementation
Our flagship: an electronic document management system configured to your organisation.
Managed Hosting
Hosting for your systems on vetted infrastructure, with the location agreed in writing.
Staff Training
Hands-on training on your own live system, not generic slideware.
Sectors this service is built for: SACCOs, NGOs, Libraries and education, SMEs, Law firms.
Start with a conversation.
Tell us what your records look like today. We will meet you on site, listen, and send a written proposal within 48 hours.