contentACCESS documentation – version 5.4

Organizations use SharePoint to make information more accessible to end users and to enhance collaboration among work groups. The benefits that SharePoint delivers are undeniable: better and more efficient team collaboration, version control for documents edited by multiple team members and faster access to information through searches. SharePoint brings a new level of structure to high-volume, user-generated content.

When choosing the reliable software to archive these crucial data, the following questions must be answered:

• How does the archiving solution enable end-users to access SharePoint content?

When the users go to SharePoint and want to get the desired documents, they don’t want to search multiple repositories for data. Rather, the right solution will make access seamless. In contentACCESS the user may choose between more shortcut types: the item that has been already archived can be kept in the original SharePoint file container, but if it’s no more in use, it can be also deleted from there. E.g. items younger than 2 years can be kept in SharePoint so they remain directly accessible, but items older than 2 years can be deleted and will be accessible using the archive interface only.

• How does the solution enable retention management?

A unified content archive allows a company to quickly implement retention policies and to preserve all archived data that may be extremely important, e.g. in a legal action that the company is involved in. With contentACCESS SharePoint Archive you can define the required retention time for the archived items and you can also set different retention times for different set of data.

• Is the solution part of an integrated content archiving platform?

An intelligent and efficient archiving solution unifies email, file and SharePoint archiving in one, ensuring unified access to any content.

• What scope of SharePoint content and metadata is captured?

Some solutions capture only a portion of SharePoint content. contentACCESS from TECH-ARROW captures not only document-type content, but also calendar items, tasks, custom lists, contacts, document libraries, picture libraries and their attachments. All of this content and metadata are important to be accessed at any time.

With contentACCESS you can automatize the archiving process. The periodic data processing is solved with automatically running jobs. The time periods, when such an archive job runs, are determined by schedulers.

contentACCESS SharePoint Archive guarantees an oversimple access to your crucial data. You can still reach your (already archived) files through the SharePoint user interface and browse for them in the contentACCESS Portal archive. Archived files that have been deleted from the original SharePoint location can be recovered, too. You can define multiple SharePoint sites to archive and set own retention categories and/or filtering options to them. Do you need to publish data into SharePoint from a third-party storage? SharePoint Publishing job solves this scenario as well.

In the following subchapter we will learn about the necessary settings to be done before creating a SharePoint job.