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Archive Services for Microsoft SharePoint®

OnBase Archive Services for Microsoft SharePoint transfers SharePoint content into OnBase to take advantage of advanced transactional content management capabilities, including complex workflow processing, centralized records management and robust storage solutions. By taking advantage of the complementary functionality of OnBase and SharePoint, organizations have the assurance of an advanced archiving solution that supports the retention strategies and disaster recovery requirements of business-critical content, while still allowing them to take full advantage of the content creation and collaboration effectiveness of SharePoint.

With Archive Services for Microsoft SharePoint, users continue to work in their familiar SharePoint environments. Archiving documents to OnBase can be automatic and completely behind the scenes to the SharePoint user, or it can be interactive, leaving the decision up to the user whether or not a document is considered business-critical.
  • Upon checking a document into the SharePoint Document Library, the document can be automatically imported into OnBase. Documents can also be scheduled to be imported into OnBase at a specified time after they are created or modified.
  • From a document in the SharePoint Document Library, a SharePoint user can select “Archive Document To OnBase” from the standard SharePoint document menu. The system can also be configured to allow users to change values, if necessary, before importing the document into OnBase.


    Once archived into OnBase, documents can be removed from the SharePoint Document Library completely (and replaced by an OnBase link to the document) or they can be retained both in SharePoint and OnBase. Because SharePoint documents can be automatically archived and content type metadata can be mapped to OnBase keyword values, companies can benefit from OnBase advanced transactional content management for their SharePoint documents without placing accountability onto the user or the SharePoint administrator.

    Application
    Organizations using SharePoint as a productivity tool can impose enterprise-wide retention and compliance policies on SharePoint content with little or no impact on end users. Automatic indexing is facilitated by mapping SharePoint content types to OnBase document types, ensuring enterprise-wide accuracy and consistency for document values.

    Because Archive Services for Microsoft SharePoint doesn’t interrupt the established methods that users have in working in a SharePoint environment, productivity and collaboration can continue as always, but with the added benefit of OnBase transactional content management. Archiving SharePoint documents to OnBase reduces the burden of disaster recovery on SharePoint administrators by eliminating reliance on backup tapes or similar types of disaster recovery storage media.

    Core Features

    • Applies OnBase document and user security for SharePoint documents that reside in OnBase
    • Content archived and removed from the SharePoint document library can be easily accessed from a link in the original SharePoint document library location
    • Leverages training and time investments already made in Microsoft SharePoint and OnBase
    • Accomplish redundancy requirements when a copy of the document exists in both SharePoint and OnBase
    • OnBase Integration for Single Sign-On enables users to move securely and effortlessly between SharePoint and OnBase
    • Point-and-click configuration and the ability to map SharePoint content types to OnBase keywords ensure the right content is archived at the right time
    • OnBase transactional content management capability reduces constant scaling out of SharePoint infrastructure
    • Imposes managed retention and compliance policies
    • Users can perform OnBase Workflow tasks on documents retrieved through Archive Services and view related documents without leaving the SharePoint interface



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