Records Management

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• Open Text Content Lifecycle Management Services for SharePoint
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Open Text Content Lifecycle Management Services for Microsoft® Office SharePoint® Server

You have your own reasons to manage content better—regulations, litigation, hampered processes, costly and complex infrastructure, and stifled business growth—but where do you begin?

Microsoft SharePoint is an effective tool for creating and organizing enterprise content, sharing documents and streamlining collaborative business processes. However, developing an intelligent infrastructure behind your enterprise investments can be costly. Open Text CLM Services for SharePoint enables organizations to capture content created in SharePoint and manage it in accordance with regulations and business requirements.

With Open Text CLM Services for SharePoint, companies can develop comprehensive compliance solutions governing electronic content (including email, file systems, SAP, and other record generating environments) while ensuring litigation readiness and supporting discovery processes. This becomes an invaluable resource for the organization by enabling a centralized set of record policies to consistently control the lifecycle of all enterprise content.

The latest version of Open Text CLM Services for SharePoint works with Microsoft Office SharePoint Server 2007.

Take the Guided Tour
Take a Guided Tour (flash required) of Open Text CLM Services for SharePoint, the secure and scalable way to capture and preserve business records created in Microsoft SharePoint.

• Open Text CLM Services for SharePoint Guided Tour

• Features

Click each of the following features to learn more about the key capabilities of Open Text CLM Services for SharePoint:

• Capture content automatically or interactively  
  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.
• Extend records management policies into Microsoft SharePoint  
  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.
• Simplify management of archived content  
  Open Text CLM Services for SharePoint Integration enables you to not only centrally manage the retention and disposition timelines applied to records, but also to manage the physical storage of records on a per-record basis and their 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 alternate storage media at any time.
• Ensure integrity and admissibility of content  
  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.
• Open Text CLM Services Federated Search Connector  
  Future releases of Open Text Content Services for Microsoft SharePoint will support a Federated Search Connector that enables integration of Microsoft Search (S2) with Open Text Enterprise Library Services. This integration allows federated search results from across SharePoint sites and archived content, minimizing the time it takes to gather and discover critical content from across the enterprise.
• Plan for the future  
  Open Text 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.
• Eliminate redundant content with single instance archiving  
  Detect multiple instances of content and eliminate redundancies, and compress content automatically to minimize wasted space.
• Simplify system administration  
  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. 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.
• Ensure compliance with national records management requirements  
  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.
• Comprehensive search  
  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.
• Open Text CLM Services for SharePoint Protocol Handler  
  Future releases of Open Text CLM Services for SharePoint will support a Protocol Handler search interface. This search method enables Livelink ECM 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 Livelink ECM repositories.
• Federated Search  
  For customers who wish to perform actions on items returned in search results, Open Text CLM Services for SharePoint supports federated search across Microsoft SharePoint and Open Text repositories, with actions that operate on the search results. Future releases will provide 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.

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