As I mentioned in my previous blog post, Microsoft SharePoint archiving is important for multiple reasons:
· Optimize storage usage in your Microsoft SQL Server content databases and other device tiers
· Ensure that only pertinent and useful information is being surfaced to your end users
· Manage your data according to service-level agreements (SLAs) and compliance regulations.
All enterprise content undergoes a lifecycle with a beginning and an end, not only in SharePoint but in any document collaboration system. The following are a few basic examples drawn from internal and client experiences.
· Education – School districts and universities often need to retain student data for several years, even decades. This data cannot be deleted because someone may request a transcript someday when applying for a job, but it does not need to be kept in more expensive storage because those requests are relatively few and far between, and the records are no longer being referenced on a regular basis. When they do need to pull up an old file, DocAve Archiver’s full-text index makes it very easy to search and restore archived content.
· Consulting – An organization may create a site collection for each client or project. The conclusion of these projects results in many stale sites, libraries, and documents that are no longer needed in SharePoint. The organization can offload this data to existing storage tiers and devices that were not otherwise being used, keeping a couple terabytes of files from ex-clients and completed projects on tape. Because the IT/SharePoint admin almost never has any interaction with the actual SharePoint content, the project managers can use End-User Archiver to mark their own documents as expired or otherwise unneeded.
· Marketing –Say you had a bunch of marketing slide decks used in conferences and sales demos that were getting rebranded with new templates, slogans, buzzwords, and so on. You still want to save the old ones because you never know when you might want to reference them again, but you do not want to keep them online in SharePoint because you do not want this material to show up in search results. Nor should a sales representative be able to download them and continue to use them in his or her calls.
Archiver vs. Storage Manager
By now you have likely realized that, since Archiver’s capabilities somewhat eclipse those of Scheduled Storage Manager, the only thing that really seems to be left in Storage Manager is the real-time component.
DocAve Storage Manager still plays a crucial role in the content management lifecycle, however, as the solution for tiered storage management. If you are only interested in externalizing Binary Large Objects (BLOBs) from your content databases to optimize storage, and you want your users to continue to have a seamless SharePoint experience while working on active content, then DocAve Storage Manager is your best option. This message resonates more strongly than ever in DocAve 6 Service Pack (SP) 3, which introduces new features such as a reporting dashboard for easier decision-making and storage options for better redundancy.
Possible Use Cases
Here are some customer scenarios that Archiver can now handle in DocAve 6 SP 3:
· “I have some official policy-related documents that everyone needs to read, but nobody should be able to modify. I want to leverage SharePoint records management to declare them all as in-place records.”
· “I have some official documents that nobody should be able to modify. I want to make them read-only in SharePoint, but I also need to move the files themselves to archive storage.”
· “I want to externalize my files, but I also want to tag it with certain metadata when I do so.”
· “I want to grab a copy of my data and export it to Autonomy or Concordance for eDiscovery.”
To explore these capabilities and determine how DocAve 6 SP3 Archiver can help facilitate records management at your organization, download a free trial today.