Monarch EDRMS Product Schedule

1About this Product Schedule

1.1 This Product Schedule applies to each Order Form that identifies Monarch EDRMS.

1.2 If there is an inconsistency between this Product Schedule and the Agreement, the order of priority in clause 1.3 of the Agreement applies.

1.3 The version of this Product Schedule that applies to an Order Form is the version current when that Order Form is formed, subject to clause 4.3 of the Agreement.

2Product description

2.1 Monarch EDRMS is a Microsoft SharePoint-native electronic document and records management system. It is built on the SharePoint Framework (SPFx) and is deployed as a Tenant Product into the Customer Environment (the Customer’s own Microsoft 365 tenant). Its backend components run in the Customer’s own Microsoft Azure subscription.

2.2 Customer Content managed in Monarch EDRMS remains in the Customer Environment. For the core features of Monarch EDRMS, Monarch360 does not host, store or back up Customer Content or metadata. Monarch360 receives only User and usage data needed for licensing and licence compliance (clause 3.4 of the Agreement).

2.3 Where a feature or Add-on uses a Hosted Service, a Transient Processing Service or an AI Feature, clauses 6 and 7 of the Agreement, the Data Protection and Security Terms and the relevant AI Feature Entry also apply.

2.4 Monarch EDRMS depends on Microsoft 365, SharePoint Online and Microsoft Azure. Clause 4.4 of the Agreement (third-party platforms) applies.

2.5 Detailed feature descriptions are set out in the Documentation. The features are summarised in section 4.

3Licensing

3.1 Monarch EDRMS is licensed on an annual subscription per User, for the tier and number of Users stated in the Order Form.

3.2 User means a named individual whom the Customer has given access to Monarch EDRMS, whether that access is read-only or contribute.

3.3 User licences are sold only in packs of 5 Users (for example, 5, 10 or 15 Users), for every tier. The number of Users the Customer may have is the total number of licences in the packs purchased. Unused licences in a pack are not refunded.

3.4 A User licence is assigned to one named individual and must not be shared. A licence may be reassigned only when the original individual no longer needs access (clause 3.3 of the Agreement).

3.5 The Customer may add Users during a Subscription Year, in packs of 5. Additional Users are charged pro rata for the rest of that Subscription Year and renew with the existing subscription. Clause 3.4 of the Agreement applies to overage.

3.6 All Users under an Order Form must be on the same tier.

3.7 The Customer may upgrade to a higher tier at any time, with the difference in fees charged pro rata for the rest of the Subscription Year. The Customer may move to a lower tier only with effect from a renewal, on the notice required by clause 9.1 of the Agreement.

4Tiers and features

4.1 Monarch EDRMS is offered in three tiers: Essential, Standard and Enterprise.

4.2 E-signature allowance. Each tier includes the number of e-signature documents shown above per Subscription Year. Each document sent for signature counts as one document, regardless of the number of signatories or pages. Unused documents expire at the end of each Subscription Year. Once the allowance is used, the Customer may buy E-signature Packs (Add-on A1); until then, the e-signature feature may be unavailable.

4.3 AI Features. Ask Monarch AI is an AI Feature. It is supplied under clause 6.4 of the Agreement and its AI Feature Entry, and operates only once the Customer has activated it.

4.4 Monarch360 may update Monarch EDRMS under clause 4.3 of the Agreement, including by adding features to a tier.

5Add-ons

5.1 The following Add-ons are available on any tier. An Add-on is supplied only if it is listed in an Order Form.

5.2 Add-ons are co-terminous with the Customer’s Monarch EDRMS subscription. They renew with that subscription and end when it ends.

5.3 Document volumes. For Add-ons A2 and A3, each document processed counts towards the annual document volume. When the volume is reached, Monarch360 will notify the Customer, who may buy additional volume; Monarch360 may pause processing until it does. Unused volume does not carry over.

5.4 AI Add-ons. A2 and A3 are AI Features, supplied under clause 6.4 of the Agreement and their AI Feature Entries, and operate only once activated.

6Customer responsibilities

6.1 Clause 7.7 of the Agreement applies. In addition, for Monarch EDRMS the Customer is responsible for:

• keeping appropriate Microsoft 365 licences and a Microsoft Azure subscription in place, and paying all Microsoft licensing and Azure consumption costs;
• granting the platform permissions documented by Monarch360 under clause 4.5 of the Agreement;
• backups: Monarch360 does not provide document storage or backup. The Customer is solely responsible for backing up and restoring its Customer Content, metadata and configuration;
• managing Users, access and permissions within the Customer Environment; and
• keeping the Customer Environment in a supported state as described in the Documentation.

6.2 Fileplan approval. Monarch360 supplies a fileplan (retention and disposal schedule) for deployment as sites and libraries. Before it is deployed, the Customer must review, validate and approve it in writing. The Customer is responsible for all fileplan configuration values, including classifications and retention and disposal metadata, and for their compliance with its recordkeeping obligations and any disposal authorities.

6.3 Monarch360 is not responsible for the retention periods, disposal triggers, disposal actions or other configuration values in an approved fileplan, or for disposal actions approved by the Customer.

7Protected configuration and modifications

7.1 Monarch360 Components means the SPFx components, backend code, content types, site columns, and list and library structures deployed by or for Monarch360 as part of Monarch EDRMS.

7.2 The Customer must not delete, rename or change any Monarch360 content type or site column, or modify any other Monarch360 Component.

7.3 All modifications, customisations and enhancements to Monarch EDRMS must be performed only by Monarch360 or an Authorised Partner.

7.4 If clause 7.2 or 7.3 is not complied with: (a) Monarch360’s defect-correction commitment under clause 11.3 of the Agreement does not apply to the affected feature; (b) the resulting issues are excluded from support under clause 5.2 of the Agreement; and (c) any remediation work is charged at Monarch360’s then-current rates.

8What is not supported

8.1 Monarch360 supports only Monarch360 Components. The following are not supported, even where they interact with Monarch EDRMS:

• workflows, Power Automate flows, Power Apps, forms, scripts or other customisations not developed by Monarch360;
• third-party add-ons, products or services; and
• Microsoft 365, SharePoint Online or Microsoft Azure services and their outages or changes.

8.2 Support is provided under the Support Schedule.

9Professional services

9.1 Implementation, integration with other systems and data migration are professional services. They are not included in any tier.

9.2 Professional services are quoted separately and performed under a statement of work by Monarch360 or an Authorised Partner, under clause 4.6 of the Agreement.

10Availability

10.1 Monarch EDRMS runs in the Customer Environment, so no availability commitment or service credit applies to it under clause 5.3 of the Agreement unless one is expressly stated in an Order Form.

11Upgrade to Argus

11.1 The Customer may upgrade Record Centre to Argus, Monarch360’s information lifecycle management system, which includes analysis of redundant, obsolete and trivial (ROT) content and connectors to other line-of-business systems.

11.2 Argus is supplied under its own Product Schedule. On upgrade, Argus replaces the Record Centre features for the Customer.

Governing agreement: Monarch360 Master Software Licence and Subscription Agreement (Version 2.0). This page forms part of the Published Terms under clause 1.4 of that agreement and describes scope, service levels and technical matters only. If there is any inconsistency, the agreement prevails (clause 1.3). The version current when an Order Form is formed applies to it, subject to clause 4.3. Previous versions are available on request.