To address the customer’s immediate storage needs, Xblox decided to implement DocAve Software, AvePoint’s enterprise-class management platform for SharePoint. Specifically, Xblox utilizes DocAve Storage Manager to segment content types, manage retention lists, and offload BLOBs to external storage.
In order to externalize only certain kinds of content, Xblox uses DocAve to run rule-based jobs. With DocAve Storage Manager, Xblox has the ability to segment data easily. “With DocAve Storage Manager, I am able to set up retention rules for different content types,” Ferreira said. “As an example, I can create retention rules that determine how long a certain content type is allowed to live in a certain location. Then, I can run tasks continuously to externalize items if they exceed the allowed retention time.”
Using rules like this allowed Xblox to offload 10 TB of data for Univé Regio+, resulting in substantial benefits for the organisation. Whereas previously personnel would manually review content to go into storage (a time-consuming process subject to human error), DocAve now allows IT to create its own rule-based jobs that run automatically. “DocAve’s biggest impact on our business was the automation of our SharePoint storage management workflow,” Huisman said. “By automating this process, we saw fewer mistakes and were able to find files more easily. Because we saved time, we also saved money.”
With BLOB data externalized through DocAve and SharePoint content databases optimized, Univé Regio+ and Xblox saw an enormous boost in performance. “SharePoint performance improved drastically, with some content databases shrinking from 400 gigabytes (GB) to just 40 GB,” Ferreira said. “SQL Server now only holds 50 GB of data, and the environment is much more lightweight. With BLOB data externalized, SharePoint returns search results much faster than before.”
“Now that we’ve offloaded so many documents, our search results come up about 20 percent faster, which means our end users are happier,” Huisman said.