Office 365 Active Sharepoint App

Active SharePoint App Sheet

The Office 365 Active SharePoint app allows tamper-proof and legally compliant archiving of documents, libraries, document sets, sites, and site collections. Archiving can be interactive or automated by implementing rules. The archiving or replacement allows a complete transfer of documents including the sources or can leave a so-called stub or the original document in place.

The Architecture

Office 365 Active SharePoint App Architektur

The relevant services like ARM and AMM and the storage system are stored in an outsourced environment. This environment can be either stored on-site or implemented using a hosted environment.

Active Repository and Active Migration Manager

Active Repository Manager and the Active Migration Manager should be deployed in an environment catering for the connection of the structure in the Office 365. Shortly, in Germany and Switzerland, hosted environments will be available which can facilitate this infrastructure. These infrastructures will be available using the highest level of security (SSL encryption) associated with the Office 365 Cloud. Of course, the infrastructure can also be deployed on-site.

Connection to Tamper-Proof Storage Systems

The available hosting infrastructure offers a connection of a revision-proof storage system from Iternity. iCAS (iTernity Compliant Archive Software) is a flexible and economical software solution for the protection of critical business data. iCAS ensures data integrity and availability of information from data management solutions (DMS/ECM, email, PACS etc.) irrespective of the storage hardware. Archived data is protected from tampering or accidental deletion and is checked for integrity. The patented ICAS technology allows enormous flexibility and full integration into existing IT infrastructures. The procedure is tamper-proof and certified.

Again here all possible security measures are included. Both on the network and the storage system all data is encrypted!

Policies and Mappings

Office 365 Active SharePoint App Screeshot

Policies

Policies can be defined for archiving according to requirements. The policy will be named and then a rule defined ie. "Archiving not allowed", "Only Administrators may archive", "User with write permission may archive" or "All Users may archive". Additionally the Repository may be set, for example a Snaplock area on a NetApp or Repositories on other storage units. The use of a replacement character can be defined, whether it will, or will not, be generally approved or whether the user can decide this when archiving. The retention period can also be defined and a SharePoint Workflow defined to determine further Sharepoint relevant operations. One possible operation would be here, for example, Inplace Record.

Policies

A further administrative step would be Archive Mapping. Here the details for archive mapping can be set. First the library or Website object or Website Collection object is selected. Then the appropriate content or content type and, of course an archive policy which has been defined earlier.

Interactive and Script-powered Archiving

Interactive Archiving

There are are virtually no limits when creating a script for archiving. Stored script language allows access to almost any content and is completely flexible in the selection of data and any settings or requirements which the user may wish to include. Scripts can even be used to validate an archive by accessing the meta-data. Additionally it is of course possible to allow archiving through interaction in the library by using the symbol in the Ribbon Bar or by using the document context menu. The library and the Content Type stored policies and associations can then be accessed.

The SharePoint search function is used. If documents are stored in SharePoint with a stub and include integrated full-text then a search using the full-text will quickly find the required items.

Data Migration

Data migration can be completed by defining jobs in the AMM whereby the data is archived directly and the relevant meta-data and the document link are transferred to the Office 365 SharePoint server. The documents or the metadata and full- text are available in the search.

Screen Shots – Ad-Hoc Archiving

Ad-Hoc Archiving

Upcoming Nintex Workflow Actions

As an extension to the available archiving options it will shortly be possible, using Nintex Actions, to directly archive from Nintex Workflows.