Microsoft SharePoint archiving with Doxis4
Any companies who use Microsoft SharePoint as a platform for collaboration, company-wide social networks or Intranet portals will find the ideal archiving solution in the form of Doxis4. Microsoft's current move towards Cloud solutions also speaks for transferring your SharePoint content into a company-wide ECM – particularly when it comes to data protection. By relieving strain from your SharePoint databases, Doxis4 archiving helps to improve the performance of your systems over the long term, even if the amount of data within your company is continuing to grow. It also uses solutions like storage virtualisation to give you more flexibility when it comes to selecting the storage technology used. Content linked in a number of different ways is only stored in the system once, helping to avoid data redundancy and making sure that the available storage space is always used as efficiently as possible. Certified in accordance with the German auditing standard IDW PS 880, the Doxis4 Archive is a secure foundation for archiving all documents and data from SharePoint that is subject to retention obligations. Data is archived in an audit-proof manner, even over periods of several years.
What's more, Doxis4 is able to transfer documents still in use in SharePoint and manage their various versions. You can therefore add SharePoint content to the company-wide universal Content Repository at an early stage and collate it with information from other key business systems, which can also be transferred into the Doxis4 Content Repository using the same technology. Large information silos in email mailboxes, file systems and even in SharePoint itself will therefore become a thing of the past. Users with the corresponding rights will be able to access the relevant information needed for a particular stage in a business process exactly when they need it.
Flexible configurations for your archives
When it comes to actually archiving SharePoint data in the audit-proof Doxis4 Content Repository (archive), data can either be added automatically using a number of defined rules or can be input manually by the user. Doxis4 is able to archive all types of SharePoint content, even so-called “items” which may be made up of several different files. During this process, document attributes from SharePoint are transferred to the Doxis4 ECM system, enabling users to join SharePoint data with documents from other systems and search through it together. Once data has been archived, a link (“stub”) is left behind in SharePoint so that users are still able to access information as usual at just the touch of a button. If needed, files can also be restored from the archive and are made available straight away using a cache function. When it comes to manual archiving, Doxis4 services are displayed within SharePoint itself so that users can request documents from Doxis4 again later. Users are able to mark, archive and restore several documents at once. As well as accessing documents straight from SharePoint, users can also jump directly to the Doxis4 clients in order to access further functions such as subscriptions or document linking.
SharePoint database – lean and fast
Microsoft encourages users to export any data that is not needed on a regular basis out of the SharePoint database and on to another storage solution. This helps to improve system performance and keeps backup and recovery times in check. Microsoft provides users with interfaces for this purpose. Deduplication, also known as single instance archiving, is also applied for any content archived in Doxis4. This ensures that there is only one “physical” copy of a file stored in the archive, even if this file is referenced several times within the SharePoint system (or, if Doxis4 Gateway Services are used, across several different systems, e.g. in the file system or on the email server). The use of Doxis4 for storing files has a number of other advantages: Storage virtualisation enables companies to combine a number of different storage systems and migrate data to new storage systems, thus making it easier to access documents and data, even over longer periods of time. It also forms the basis for the information life cycle, which means that documents can be stored on various different storage systems depending on their current use in business processes.
Audit-proof archiving with SharePoint
Legal provisions related to audit-proof archiving do not actually specify whether a particular type of technology should be used. As such, every single system can in principle be used in a way which complies with the generally accepted accounting principles, provided that the company takes the necessary organisational measures. In Germany, the two most important guidelines are the IDW PS 880 (issued by the German Institute of Public Auditors) and IDW RS FAIT 3 (issued by their Technical Committee). In theory, SharePoint can be used for archiving purposes; however, as pointed out by a 2011 white paper drawn up by KPMG on behalf of Microsoft, a number of system-based restrictions mean that this is not advisable, particularly when companies are required to fulfil certain criteria when it comes to audit-proof storage.
Certification in line with the provisions of IDW PS 880 means that Doxis4 users can rest assured that their documents and data are in safe hands. As well as working with a number of immutable storage systems from a range of different vendors (including SER's Doxis4 safeLock), Doxis4 can also automatically create read-only PDF/A files from all standard desktop and Office formats using a defined set of rules as a basis. Doxis4 either transfers retention periods straight out of SharePoint or sets them up in accordance with the corresponding archiving rules.
What it has to offer
- Ensures that SharePoint systems always perform at their best by exporting documents, files and other items out of the SharePoint system and into the Doxis4 Content Repository
- Data can be archived automatically using a set of predefined rules or can be filed manually
- Redundancy is prevented thanks to single instance archiving
- IDW PS 880-certified audit-proof archiving
- Backup and recovery times are reduced
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Features & strengths
Doxis4 SharePoint archiving enables you to set up flexible archiving rules for entire SharePoint sites and also provides you with the option of setting up exceptions to your rules without having to define a whole new set of rules. Archiving rules can be collated from a number of different areas, such as “document selection” that lets you define which documents from which SharePoint sites should be exported into the archive. “Archive format” is another key area for archiving rules as it enables you to define whether a fulltext extract should be created for search purposes or whether a read-proof PDF/A copy of your document should be created. The area of “storage management” helps you to decide what should happen to objects in the source system once they have been archived or restored. You can also define time frames for the application of archiving rules to suit your company's individual requirements.
Depending on your requirements, Doxis4 SharePoint archiving supports a number of different scenarios when it comes to retaining, linking and deleting data. Once they have been archived, documents and files can be kept in both the original system and Doxis4 at the same time. This may come in useful if files are still required on a regular basis or if documents are still being edited in SharePoint. Doxis4 is able to sync any new versions of these files at any time. However, you will find it more efficient to remove rarely-used documents from the original system and simply set up a link to the corresponding elements in Doxis4. Doxis4 performs this “partial deletion” automatically using a set of pre-defined archiving rules. Doxis4 also checks retention periods and the rules set up for very old documents and can delete old data completely to free up more storage space. Users in particular user groups also have the option of manually deleting documents from the file system, which may be useful for areas such as human resources.
When SharePoint documents are exported or stored in parallel in the Doxis4 archive, the file's document attributes are transferred from SharePoint as metadata. As well as ensuring that your data is archived securely and relieving strain from your SharePoint server, Doxis4 helps you to build up a central Content Repository made up of documents from a variety of different sources. This metadata is used as the basis for conducting quick searches from the Doxis4 clients. When filing your documents, you are also given the option of creating a fulltext extract which is used when you want to search through all document content.
The internationally renowned auditing company Deloitte & Touche has awarded Doxis4 iECM Suite certification in accordance with German accounting standard IDW PS 880. The electronic archiving procedures are therefore audit-proof in accordance with the generally accepted principles of computerized accounting systems, the German Tax Code, the German Commercial Code and principles of data access and the auditability of digital records. Software-based write protection applying WORM technology (WORM: write once read multiple) prevents the data stored on hard disks from being modified or deleted. This certification and the suite's careful process documentation, flexible retention periods, and ability to trace changes and set up digital signatures ensure that it complies with all the relevant legislation and that all documents that should and have to be stored are protected for the long term.
The Doxis4 Content Repository is a company-wide pool of information containing all documents and data. It accesses a wide range of sources (ERP, CRM, HR; Mail, Office, etc.) to capture data in a number of different formats to use for long-term archiving or temporary storage and processing. It compiles data and makes it available for further use, both within the Doxis4 clients and in normal application environments with their standard range of functions.
Doxis4 Gateway Services
Doxis4 Gateway Services form the foundation for automated rule-based archiving for content from groupware systems (MS Exchange/Outlook and IBM Lotus Domino/Notes), SharePoint farms or file servers. They help to relieve strain on these systems and clear out large information silos within the company. These services enable companies to archive emails, files from file systems and documents from SharePoint systems, either manually or automatically using a defined set of rules.
What it has to offer
- Gateway Services for:
- Microsoft Exchange/Outlook
- IBM Lotus Domino/Notes
- File servers/systems
- Microsoft SharePoint
- Manual and automated, rule-based archiving
- Automatic, rule-based deletion and partial deletion on source systems
Overview of Microsoft SharePoint archiving with Doxis4
Archiving & restoring
- Use of an extensive set of rules for automatically archiving documents from Microsoft SharePoint
- Functions for manually archiving and restoring documents and folders from SharePoint
- Use of so-called “stubs” to replace Microsoft SharePoint documents
- Option to call up archived elements straight from SharePoint
- Archive status displayed in SharePoint lists
- Option to switch to Doxis4 clients containing further functions
- Single instance filing (data deduplication)
- Standardised, central administration
- Integration with any number of third-party systems
- Integration with any number of archive systems
- Specific sets of rules for certain domains like Microsoft SharePoint
- Time management for background processes
- Integration into the Microsoft Management Console (MMC) as a “single-point-of-access”
- Individual objects in the source system can be restored upon opening
- Restored objects can be opened without needing access to the archive (caching)
- Restored objects are automatically deleted from the third-party system
- Modified data can be automatically synced with the archive in the form of version management
- High level of scalability
- Cluster support
- Storage virtualisation which supports various forms of storage technology for immutable content, e.g. Doxis4 safeLock, EMC Centera, EMC VNX FLR, Hitachi HCP, HP iCAS, HP IAP, IBM SSAM API, NetApp SnapLock, SAN/NAS Filer, Cloud storage (Amazon S3, Google Storage or Microsoft Azure)
- Simple migration to new forms of storage technology
- Use of several Gateway Services to balance loads