OpenText SharePoint Solutions Guided Tours

Content Lifecycle Managment for Microsoft® SharePoint®

• Open Text Content Lifecycle Management Services for Microsoft SharePoint Guided Tour

Legal Information Management for Microsoft® SharePoint®

• Open Text Legal Information Management for Microsoft SharePoint Guided Tour

Content Lifecycle Management for SharePoint

Many organizations deploy SharePoint in a decentralized, departmental manner, designed primarily to meet user requirements, but which do not always take into consideration the broader information governance goals of the corporation as a whole. Open Text enables organizations to balance the equation, excelling at enterprise-focused and global deployments that accommodate the needs of corporate compliance and centralized IT, without compromising user productivity.

With the flexibility offered by OpenText Content Lifecycle Management Services for Microsoft SharePoint, organizations can choose the ideal SharePoint user experience while having peace of mind in knowing that they have a central records management and archival system to manage business content in accordance with policy.

OpenText Storage Services for SharePoint

All editions of SharePoint  require Microsoft SQL Server databases to store metadata and document content. This leaves IT departments with the challenge to operate and maintain a fast growing Microsoft SQL Server database environment. About 80 percent of the storage volume in these databases is binary large object (BLOB) content, which is not necessary for queries to the database.

Storing BLOB content outside of SharePoint databases reduces costs and increases efficiency, enabling the storage and management of an increased number of documents, simplifying backup and restore processes, and allowing customers to house SharePoint content on less expensive storage devices.

Besides lowering overall storage costs, OpenText Storage Services for Microsoft SharePoint can help businesses to meet regulations for information retention. Storage Services for SharePoint ensures that business-critical content is secured in multiple physical locations, and enables the housing of information on a number of different storage devices to meet business and compliance requirements.

Legal Information Management for SharePoint

For Law Firms looking to take advantage of the power of SharePoint for their day-to-day document processing and, at the same time, provide records management and archiving that meet compliance requirements, OpenText Legal Information Management for Microsoft® SharePoint® delivers a solution on top of Microsoft® Office SharePoint® Server 2007 that meets those needs. From matter inception to closure, Open Text Legal Information Management for Microsoft SharePoint leverages OpenText’s matter- and practice-centric views of content, virtual file cabinets and seamless integration with firm processes while working in the SharePoint environment.

OpenText Legal Management for Microsoft SharePoint makes the most of lawyers' time, reducing costs, minimizing errors and omissions and reducing firm or corporate liability while simplifying IT deployments. Unlike other Legal solutions, Open Text Legal Information Management for Microsoft SharePoint provides users with a complete view of attorney work products in a dynamic matter- or client-centric view, all within the business tools they work with every day.

OpenText Legal Information Management for Microsoft SharePoint delivers functionality to support a variety of development extensions to present as much Matter-related content as possible to the attorney through a single point of reference.

Archive 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. Documents, folders, and even full SharePoint sites can be archived for long-term storage and classification

Syncronize active and archived SharePoint documents Many organizations are reluctant to archive content out of SharePoint when users are actively modifying this information. CLM Services for SharePoint enables information to be captured from SharePoint, while leaving the original document in the site. Users can continue to work with this content, directly from productivity tools such as Microsoft Word, and any updates and revisions to documents are automatically captured back into the ECM repository.

Extend records management policies into Microsoft SharePoint Records management classifications can be applied to content either interactively by users or automatically as it is archived. 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.

Manage paper and other physical objects from SharePoint CLM Services for SharePoint enables users to browse and search for physical records in the Open Text ECM Suite directly from Microsoft SharePoint. Users can request physical records, and flag them for check-in when finished.

Simplify management of archived content 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.

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.

Bring Archived Content into Active Collaboration 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.

Plan for the future 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.

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. 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.

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,VERS in Australia and more.

Comprehensive and Federated 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. Both single box and advanced search options are available. 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.

CLM Services for SharePoint Protocol Handler 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.

Enhanced Link Management & Synchronization 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.

Simplified Custom Development

Open Text Storage Services for Microsoft SharePoint is a standalone solution, but is also part of Open Text Content Lifecycle Management Services for Microsoft SharePoint. An upgrade package from Open Text Storage Services for Microsoft SharePoint to Open Text Content Lifecycle Management Services for Microsoft SharePoint is also available

• Integration of Storage Services for SharePoint configuration and administration into the SharePoint administration user interface

• Ability to specify a BLOB storage location on both the Web Application and Site Collection level

• Configurable deletion delay intervals, enabling administrators to specify how long a BLOB should be unused before deletion

• Multiple file detection to ensure that only a single instance of every file is stored

• The option to compress content before storage, configurable for each individual logical archive

• Archive server monitoring through events and notifications

Open Text Storage Services for Microsoft SharePoint is compatible with devices from all major storage providers—including Hitachi Data Systems, StorageTek, Network Appliance, EMC Centera, HP, IBM, and Sun Microsystems.

Open Text Legal Information Management for Microsoft SharePoint delivers functionality to support a variety of development extensions to present as much Matter-related content as possible to the attorney through a single point of reference.

• Automated creation of SharePoint sites for each Matter, based on Area of Law

• Matter-centric SharePoint sites with features for collaboration on a matter and management of document lifecycles

• Subscriptions so that lawyers see only the content that is relevant to them

• Flexible, unique document numbering across SharePoint site collections

• Metadata inheritance to reduce need for manual entry of document metadata

• Automated centralized archiving and record retention

• Advanced searching capability which brings together results sets from both multiple SharePoint site collections and the central archive

• “Deny” security to create ethical walls around matters

• Setting content Read Only on a site, document library, folder or individual document level

• Automated site archiving and decommissioning upon close of Matter