DocAve Vault

DocAve Vault

As a mission-critical collaboration platform and document repository, Microsoft SharePoint often holds vital information and records that must be managed in a compliant, efficient, and secure manner.

DocAve Vault delivers the tools necessary to:

  • Satisfy all retention policies and auditing requirement
  • Securely store all records and audit data with ease
  • Meet regulatory policies with confidence
  • Avoid unnecessary legal exposure

With advanced and timeline-based searching across archived content for legal discovery, audit, and review – DocAve Vault is the industry’s most powerful and flexible compliance archiving solution for Microsoft SharePoint.

As with all AvePoint software, DocAve SharePoint Vault leverages only fully supported Microsoft methodologies and API’s.

Key Advantages of the DocAve Vault

Manage and Control SharePoint Records

DocAve Vault does not compromise SharePoint's performance

With DocAve Vault, your Microsoft SharePoint deployment can be both the collaboration platform and the enterprise-level records management system that you need it to be.

Properly Manage and Control SharePoint Records Without Limiting Collaboration

Automatically stores copies of SharePoint records, including all metadata and usage and audit reports, in an immutable form. New content or changes to existing content in Microsoft SharePoint are automatically captured and the archives are automatically updated without the need for manual steps – all without end-user interruption.

Manage Records and Retention Policies

DocAve Vault allows you to set different retention policies for different records, and enforces these policies across archived content. It ensures that you are keeping copies of the records that you need, and that you are removing the records that you should.

Conduct Legal Discovery, Audit, and Review of Microsoft SharePoint Content

Conduct legal discovery, audit, and review of SharePoint Content. Advanced search features allow archives to be searched via an archive timeline, or by keyword, author, individual metadata field (including custom fields), across date ranges, by content type, and numerous other ways. Conduct random sampling, tag or add comments to items in the results, and export items with all metadata and audit information for further review. Search scope and criteria can also be saved, allowing you to easily conduct periodic searches to ensure compliance with even the most stringent regulatory criteria.

Next:Technical Overview

DocAve Vault Technical Overview

DocAve Vault provides your organization with a tool specifically designed to ensure prolonged storage of all your Microsoft SharePoint records in order to comply with legal and regulatory requirements. It assists in enforcing and monitoring organizational policies and procedures regarding appropriate usage, corporate governance and privacy by allowing easy discovery and review of your company’s SharePoint records. It does this without limiting end-user’s abilities to use SharePoint and to collaborate easily and openly.

Key Features Include:

  • Full, automatic data capture (including securities and metadata) in an immutable form
  • Data Retrieval based on timeline, metadata, or full content search (with advanced search capabilities such as contextual search, relevance ranking, search term highlighting, search results collapsing, etc.)
  • Standard search reports can be added for common regulatory searches
  • Full auditing of all activities performed on SharePoint data
  • Automated data pruning based on specified retention policies
  • Portable format item export for external legal review
  • Flexible item selection from tree navigation or search results
  • Ability to sample items randomly or based on predefined parameters in response to regulatory inquiries
  • Compliance reports generated from sampling used to validate internal due diligence policies for enterprise-wide governance

By automatically archiving and tracking SharePoint records, DocAve Vault ensures that information is captured and tracked, and all archives are kept current. By preserving document metadata, such as author, timestamp, and version history, all content will adhere to stringent compliance regulations. Non-compliance often results in steep penalties or in some instances, criminal charges. With DocAve Vault, you will have the confidence to fully leverage Microsoft SharePoint as your standard document repository.

DocAve Vault operates on the concept of customizable archive rules that allow administrators to specify the following:

What to archive Granular selection of SharePoint content. While the content and all metadata is automatically included in the archive, the level of auditing detail to keep (if any) is customizable-- from every time an item is viewed to only deletion events.
When to perform updates Schedule periodic data retrieval and transfers, to keep archives up to date while ensuring minimal impact on your Microsoft SharePoint production environment.
How long to keep archived data Build customized retention policies and apply these policies to the relevant content.
Where to store the archives DocAve Media Servers write data to any designated network/local/mapped disk drives/logical drive (selection of drives).
How to store archives Options include security encryption, compression, and data exclusion.
Review Deployment Scenario Review Deployment Scenario

System Architecture

From the DocAve Manager interface, DocAve Vault is enabled for the SharePoint sites and content for which you would like to enable compliance archiving. These are usually document workspaces, team sites, or my sites, but can be anything in your SharePoint environment.

The DocAve Client then retrieves the information you have selected for archiving and sends this information to the DocAve Media Server. The DocAve Media Server, a software component that can be installed anywhere on your network, creates the archives and manages the archived data and data stores. DocAve Media Servers can be centrally located or distributed. Most customers will install one media server in each geographically distributed Microsoft SharePoint environment, and may add additional media servers in a particular location to scale out performance.

The DocAve Client will check SharePoint for new items or updates to archived content and periodically send this information to the DocAve Media Server as per the schedule that you specify in the DocAve Manager. Archives can also be browsed, searched, reviewed, and exported through the DocAve Manager interface, which sends such requests directly to the appropriate DocAve Media Server.

Next:Guides and Resources

DocAve Vault Resources

Raiffeisen_Schweiz_Genossenschaft - Case Studies

Customer Case Studies:

To read more customer success stories, please click on the following Case Studies link.

Compliance Archiving for SharePoint - Webcast

Webcast:

AvePoint Essential Guide

Solution Briefs:

Compliance Archiving for SharePoint - White Paper

White Paper:

  • Meeting Compliance Objectives in SharePoint PDF
    This document is intended to aid IT administrators and other stakeholders responsible for managing Microsoft SharePoint deployments, in planning and implementing a comprehensive, reliable and efficient compliance strategy appropriate to their organizational needs.
Compliance Archiving for SharePoint - Product Brochure

Product Brochure:

Compliance Archiving for SharePoint - User Guide

User Guides: