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Compliance Archiving for SharePoint
Comply with confidence without limiting collaboration
Supports WSS v2, WSS v3, SPS 2003, MOSS 2007, and SharePoint 2010
DocAve Vault for Microsoft SharePoint
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 requirements. Securely store all records and audit data with ease, meet regulatory policies with confidence, and 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
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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.
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. |
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Review Deployment ScenarioSystem 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.
DocAve Vault Resources
Webcast:
- Comply With Complete Confidence - Considerations for Effective SharePoint Compliance
Whether your organization already has an existing Microsoft SharePoint implementation in place, or you are pursuing a new implementation, compliance planning should be a top priority. This webcast reviews the objectives any successful compliance strategy should define, and discusses best practices for meeting those objectives.
White Paper:
- Meeting Compliance Objectives in SharePoint
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.
Product Brochure:
- DocAve Compliance Solutions for Microsoft SharePoint
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