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SharePoint Content Management And Auditing Challenges Solved With AvePoint And Rackspace

For many organizations, Microsoft SharePoint is a dynamic set of workspaces with a constant inflow and modification of user generated content. Documents, images, libraries, tasks, calendars and links: This is the information that drives your productivity and SharePoint makes it relatively easy to upload and share that information with the rest of your colleagues….almost too easy.

Managing all of that content can be a daunting task for administrators. The same capabilities that make SharePoint such a collaborative and useful platform can create challenges as well – What happens when users create content in the wrong place? What about when your information architecture requirements change due to acquisitions, management changes or corporate restructuring? How can you shift all of your user content in SharePoint as needed to support these changes?

Perhaps even more important to your HR, legal and compliance teams is how can you log and audit who is doing what within SharePoint? Who uploaded that document? Who saw it? Who changed it? Who granted them the permission to do that? In addition to resolving specific incidents, the ability to record and obtain this type of information in a reliable and ongoing way is key to supporting the evolving use of SharePoint as a true Enterprise Content Management (ECM) solution.

These are the types of collaboration challenges we solve at AvePoint, and for this reason we are extremely excited about our new partnership with Rackspace. Knowing that customers of Rackspace’s top tier SharePoint support and hosting will now be equipped with AvePoint’s industry leading solutions means that organizations will not only have the peace of mind that their SharePoint platform is solid and reliable, but also that they have the tools to manage the oversight and evolution of their collaboration footprint.

My colleague, John Hodges, detailed the AvePoint solutions for ensuring the integrity and availability of your data in a previous post, so in this post I will tackle the solutions that Rackspace customers will now have access to for solving management and auditing challenges.

Simplified SharePoint Content Management

DocAve Content Manager enables administrators and power users to move, copy and restructure SharePoint content with a few simple clicks. Any type of object – from entire sites and site collections, lists or libraries down to individual documents and items – can be moved within or across SharePoint farms with full fidelity. Full fidelity means that the moved content retains essential metadata values like created/modified by and when, explicit permissions, settings and configurations.

This capability is made even more powerful with the ability to define exactly what you want to move/copy from the source to the destination. Want to bring across all versions or just a few? Want to bring across only published or approved items? No problem – Content Manager’s filter policies allow you to refine what you are moving.

There are many use cases for Content Manager’s functionality, but the most common we see are copying content from personal and team sites to publishing sites; copying select content to partner extranets; reorganizing site structure due to organizational or information architecture changes; and merging duplicate sites or libraries. That last case is further supported by flexible conflict resolution options for how to handle content moving to a destination where there is already content with the same name.

Thorough SharePoint Auditing Capabilities

Rackspace customers now also have access to DocAve Report Center, which provides a rich set of compliance reports including user access, item access, permission change activity, content type change and more. Report Center’s audit collector feature also addresses the three major pain points usually associated with SharePoint auditing:

  1. The storage burden of storing content in the SharePoint content databases
  2. The inability to set auditing levels differently for each list, library or sub-site in a site collection.
  3. The inability to report on user activity from multiple farms or site collections in a consolidated way.

With all of this valuable audit data collected, Report Center has flexible ways of presenting it to the people who need it. Audit data can be sent in scheduled reports via email, published regularly into SharePoint document libraries or even surfaced directly in the SharePoint interface. Site owners, compliance, legal and HR teams and IT operations staff can all be provided with reports and insights that inspire confidence that the organization has the data it needs to appropriately manage and monitor user activity.

At AvePoint, we couldn’t be happier to welcome Rackspace customers into the DocAve family. We look forward to helping you leverage these powerful tools to make SharePoint management simpler, faster, and more thorough than it has ever been.

About the Author

This is a post written and contributed by John Peluso.

With more than 17 years of experience helping organizations understand how they can drive secure collaboration and business productivity through an effective use of technology, John has held both technical and business management roles, resulting in a deep understanding of the priorities and concerns of both sides of the organization. As a VP of Product Management with AvePoint Inc., John is responsible for leading product vision and development as well as employee and partner enablement, particularly in AvePoint’s governance and compliance offerings. John holds Microsoft Certified Systems Engineer and Microsoft Certified Trainer certifications.


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