Advanced Records Management and Information Governance for SharePoint
The importance of SharePoint is growing steadily and is already used as a central information storage in many companies. However, the use of SharePoint is linked to a variety of functional and technical challenges that bear an enormous risk potential.Star SEAL archive for SharePoint keeps your SharePoint systems slim and supports companies in their Compliance efforts by intelligently combining two functions: volume reduction and migration into an audit-proof archive.
SPECIFIC CUSTOMER PAINS AND NEEDS
The increased use of SharePoint in companies leads to a growth of Compliance and cost risks if aspects such as archiving and migration have not been taken care of beforehand, especially because the standard methods provided by SharePoint are not sufficient for companies.
A variety of SharePoint information are subject to archiving obligations. On the one hand, these archiving obligations include legal requirements according to GDPR, but also individual regulations. Not having an archiving solution thus results in a massive Compliance risk for companies. SharePoint has its own archiving solution; however, this “archiving solution” is subject to special requirements, it has limited functions and also leads to high costs.
These cost drivers are costs for the extension of the SharePoint infrastructure due to growing data volumes, costs for the high migration efforts related to the implementation of a new SharePoint version that must consider all data as well as costs for related administrative activities.
- Islands of information spread in SharePoint sites / SQL databases;
- Regulated content not managed properly in SharePoint and not part of a Unified Information Governance strategy;
- Regulated content managed in SharePoint not easily accessible through a unified e-Discovery;
- Lack of advanced Compliance and Records Management functionalities in SharePoint.
With Star SEAL for SharePoint, companies can easily and safely archive files and documents from lists of the following libraries: document libraries, file libraries, image libraries as well as object libraries and media libraries.
Star SEAL archive for SharePoint offers companies a large range of possibilities when choosing and combining different archiving methods.
The rule-based archiving method is able to automatically archive all objects that contain certain criteria such as:
- Date Created
- Date Modified
- Last Accessed
- Content type (file type)
- Content size (bigger – smaller …)
- Upon the value of the field / metadata.
- Example – migrate all documents with document type = Contract.
- Example – all documents containing personal information’s (PII – in relation with GDPR)
- When archiving, the content must be catalogued by a metadata schema in SEAL. This is done through a matching mechanism of metadata that exists in SharePoint with the metadata schema in SEAL.
The workflow-based archiving method archives documents at any location within a SharePoint workflow in the archive.
Important results of a workflow within the context of external events can thus be archived safely and permanently. When using the manual archiving method, the users decide if or when a document is archived.
In addition to that, the archive can follow the SharePoint Information Management Policies and can thus protect data against premature deletion according to the life cycle (Retention Management). In addition to that, versions of SharePoint content can be archived in a detailed way and receive a special version number.
- Minimize risks with a convincing solution for a transparent, Compliance-proof archiving;
- Relief your SharePoint infrastructures, while all relevant data remain available at any time;
- Gain more control of the growth of you SharePoint servers, protect against Compliance regulations and achieve significant cost savings;
- Tight integration into the SharePoint administration: the archiving concept is based on SharePoint’s Information Management Policies;
- Secure fulfillment of Compliance regulations by an automated archiving of all relevant data;
- Establishment of an independent, comprehensive Information Lifecycle Management (ILM).