When it comes to SharePoint records management and archiving, there are two basic approaches we see most businesses engaged in:

  1. Pruning of stale content off of the content database to better optimize SharePoint storage, search results, and usability.
  2. Applying a file plan-based approach for specific types of documents at a granular level, often driven by records retention requirements.

Depending on what it is and when it was created, content often needs to go down a specific path to meet your specific records management policies – whether it’s moved off of SharePoint to external or cloud-based storage, archived for retention purposes, or simply deleted altogether. With this in mind, and based on feedback from our customers, the latest version of our SharePoint records management solution DocAve Archiver – available now as a part of DocAve 6 Service Pack (SP) 6 – offers enhanced flexibility to support multiple actions based on time and event triggers throughout the entire content lifecycle. DocAve Archiver’s new Content Lifecycle Mode allows you to easily assign stages of retention to documents and ensure a specific action takes place at each stage.

Content Lifecycle Mode in DocAve Archiver.
Content Lifecycle Mode in DocAve Archiver.

Supporting both SharePoint Server and SharePoint Online, Content Lifecycle Mode provides administrators with multiple, customizable stages to track and take action on documents – such as tagging, exporting, record declaration, and deletion – as they move through the end-of-life stage of the content lifecycle. You can now add retention policies to records and non-records, as well as match actions up to an existing file plan.

Creating a Content Lifecycle Rule in DocAve Archiver.
Creating a Content Lifecycle Rule in DocAve Archiver.

Content Lifecycle Mode also allows users to delete content as part of their lifecycle management. A deletion requirement may come from content that is especially old or ephemeral as well as regulation that requires permanent expunging of certain types of records. With Content Lifecycle Mode, you can now simply delete content from SharePoint with no retention time needed. You can also choose to tag content in the first stage and then delete that tagged content at a later time. To ensure that this content is not mistakenly deleted, DocAve Archiver provides warnings and recommendations to administrators who choose this option.

Customizing a Content Lifecycle Rule in DocAve Archiver.
Customizing a Content Lifecycle Rule in DocAve Archiver.

Content Lifecycle Mode makes it easy for administrators and content owners to view and manage the content lifecycle at every stage – quickly understanding where the content is and what will happen to it next. Providing a workflow with stages, actions, and decisions promotes proper records management and disposition of non-records in a controlled manner. This new enhancement adds a robust feature set to DocAve Archiver that simplifies content management and improves the SharePoint experience.

Try Content Lifecycle Mode Today

For more information on DocAve Archiver, please visit our product page, request a demo, or download a free trial today.

Have a specific question about these new features? Leave a comment on this blog post or join us in our product discussion forums.