Configure storage rules, such as by file size, date, or document type, to control what SharePoint content is archived and to which storage media. For example, a rule can be created to archive all versions of documents created in the Sales department Document Library that are older than 3 months, have a “Final” status, and are greater than 50 KB in size. Archive documents interactively with a single click from the SharePoint interface. You can also archive and classify documents as business records directly from the standard Microsoft SharePoint interface. Documents, folders, and even full SharePoint sites can be archived for long-term storage and classification.

Records management classifications can be applied to content automatically as it is archived or interactively by users. Configure classification rules, such as that documents created in a particular Microsoft SharePoint Document Library are classified as Standard Operating Procedures, retained in accordance with internal policy and stored on a specific type of storage media.

CLM Services for SharePoint enables you to not only centrally manage the retention and disposition timelines applied to records; you can also to manage the physical storage of records on a per-record basis, and control individual record migration between storage devices. Compatibility with all major storage providers, including Hitachi Data Systems, Network Appliance, EMC², HP, IBM, SUN and more, ensures that you can seamlessly migrate content to alternative storage media at any time. Migration configurations are set via a one-time procedure, and content migration afterwards is automatic and efficient.

Archive content to secure storage media such as WORM, DVD, UDO, or write-once hard disks. Time stamps and system signatures ensure the integrity of documents. Furthermore, you can quickly review activity logs around SharePoint content including who viewed or edited documents, when and why. In the event of litigation or a regulatory audit, it is easy to quickly freeze the disposition lifecycle of potential evidence and protect it from deletion.

All of your organization’s archived document and record content can be brought into the SharePoint environment for collaboration via discussion boards. Open Text CLM Services for SharePoint allows you to easily bring content from any system into the SharePoint interface for users to work with; view, edit and work with files in the SharePoint environment, just as if you were working in the long-term archive.

CLM Services for SharePoint enables you to automate the process of storing content safely in multiple physical locations or on hot stand-by devices. In addition, you can automatically render content into standardized formats such as PDF and TIFF to ensure future readability.

Detect multiple instances of content and eliminate redundancies, and compress content automatically to minimize wasted space.

Microsoft SharePoint Document Library attributes can be mapped to Open Text Enterprise Library Services document attributes, enabling specific archiving processes to be applied to specific types of documents. Administration is directly embedded into Microsoft SharePoint, providing a consistent user experience. Administrators can easily edit Open Text Enterprise Library Services attributes directly from the SharePoint administrator interface. The Open Text Records Management workspace provides records managers and administrators with a single interface to develop comprehensive file plans and classifications that can be applied to all enterprise content.

Meet internationally recognized standards for records management including Department of Defense 5015.2, PRO in the United Kingdom, PIPEDA in Canada, Moreq in Europe, and more.

Users can simultaneously search across both active and archived content. Result lists differentiate between active and archived content, making it easy for users to identify which documents are in a final stage and have been archived. Both single box and advanced search options are available.

Open Text Content Lifecycle Management Services for Microsoft SharePoint also supports a Protocol Handler search interface. This search method enables content to be indexed and searched directly within Microsoft SharePoint. Search results are returned in one relevance ranked list, regardless of whether the content resides in Microsoft SharePoint or Open Text repositories.

For customers who wish to perform actions on items returned in search results, CLM Services for SharePoint supports federated search across Microsoft SharePoint and Open Text repositories, with actions that operate on the search results. Perform actions against single or multiple items in the search results lists. Actions include sorting of search results, applying classification, or copying content to Microsoft SharePoint.

With Open Text Content Lifecycle Management Services for Microsoft SharePoint’s enhanced link management features, orphaned links and  out-of-sync permissions in both systems are things of the past. With the orphaned link clean-up feature, deleting documents in Enterprise Library automatically removes corresponding SharePoint site links, eliminating manual clean-up of orphaned links. Changing permissions to linked documents from within SharePoint updates permissions to the archived Enterprise Library documents behind the links, removing the need to manage document permissions in multiple places.

Open Text Content Lifecycle Management Services for Microsoft SharePoint features a Custom Provider concept to simplify solution customization for company-specific requirements. With the Custom Provider feature, organizations can extend CLM Services for SharePoint to facilitate a variety of tasks, such as SharePoint list archiving, custom user mapping, custom links creation, incremental archiving, custom permission transfer for external SharePoint users, and more!