The Export Connector is is now certified for use with SharePoint 2010.

Export Connector Unique Features

We have developed the Export Connector to work specifically with SharePoint and within a Document and Records Management setting. Features include. 

• ‘Offline Mode’ enables the Site URL and Library to be dynamically linked to Kofax Capture Fields. It is therefore possible to release to different Sites and Libraries using Business Rules defined in the validation script.
• Documents can be released to existing SharePoint folders, or have the release script create new folders on the fly. Folder names can  be build dynamically using a combination of Kofax Capture fields or static values.
• ‘Offline Mode’ enables the Content Type to be dynamically linked to a Kofax Capture Field.
• Deltascheme Upload Web Service provides an advanced document release using a custom Web Service installed on the SharePoint Server. This Web Service can be customised to perform additional tasks such as the updating of line of business applications with the document URL. It also provides a robust mechanism for the upload of very large documents (>150MB).
• Create document filename using Kofax Capture and static values.
• Link SharePoint Columns to Kofax Capture values including concatenate multiple values to create new values.

More information

 For more information about implementing and using the Export Connector, contact Deltascheme.

Related posts:

1. Kofax Capture 9.0 Released
2. Kofax Transform 2009
3. Document & Records Management with SharePoint 2010

The Records Centre was introduced in 2007 as a SharePoint site that served as a conventional records archive.   Content from all over the enterprise can be submitted to a Records Centre and then routed to the appropriate place where it picks up the right permissions and policies, such as expiration and auditing.
For SharePoint 2010, Microsoft know it’s important to continue to invest here and add even more “traditional” archive features.   When looking at the broad swath of features they had to choose from, their goals here really focused on providing features that allow you to extract the most value out of an archive and find the data you need.  For instance, here are a few of the new features in a SharePoint 2010 Records Center:

• Document ID: Every document can be assigned a unique identifier, which stays with the document even when it’s archived.  This allows records to be easily referenced by an ID no matter where the document moves.
• Multi-Stage Retention: Retention policies can have multiple stages, allowing you to specify the entire document lifecycle as one policy (e.g. review Contracts every year, and delete after 7 years)
• Per-Item Audit Reports: You can generate a customized audit report about an individual record.
• Hierarchal File Plans: You can create deep, hierarchal folder structures and manage retention at each folder in the hierarchy (or inherit from parent folders).
• File Plan Report: You can generate status reports showing the number of items in each stage of the file plan, along with a rollup of the retention policies on each node in the plan.

Here’s the home page of the Records Center in SharePoint 2010 for a fictional government agency, the Joint Task Force.  Notice that the home page is a place for records managers to educate the organization on compliance policy, as well as a place to look up a record by its document identifier.

In addition to adding these traditional records management features to the archive, Microsoft product designers have made a big bet on the power of metadata to dive 21st century electronic records management.  This manifests itself in several ways in the SharePoint archive:

• Taxonomy and Centralized Content Types:  The archive will be a consumer of enterprise-wide taxonomies and content types, ensuring consistency and context transfer between the collaborative spaces and the archive. 
• Content Organizer: The records router can use metadata to route incoming documents to the right place in the hierarchical file plan.  For instance, it enables you to automatically enforce rules on content that is submitted, like “If a Purchase Agreement is tagged with Project Alpha, send to the Alpha Contracts subfolder and apply that’s folder retention policy to the item.”
• Virtual Folders: The file plan is a great way to manage a repository but often time isn’t what you want to use to navigate and find the content you are looking for.  The SharePoint 2010 Records Center makes use of a new feature called metadata based navigation, which allows you to expose key metadata as virtual folders:

Notice that end users discover content in this Records Center by navigating virtual folders based upon metadata properties on the records.

This bet on metadata is all about empowering the end user, thus increasing the chance of successful adoption of the RM system.  Instead of choosing a complicated node in a file plan, submitters just fill out a few pieces of useful metadata and they’ll use that metadata when they need to find the content again.

In Place Records Management – Injecting Records Management in the Content Creation Experience

Microsoft have made a huge effort in 2010 to enable you to do effective records management in collaborative spaces.  Auditing, Retention, Expiration, Reporting, Records Workflows, eDiscovery, Legal Hold and Recordization are all features you can use in collaborative space as you are striking a balance between SharePoint’s value to end users and the need for information governance.

Holding all of this together is a new feature in SharePoint 2010 called In Place Records Management.  This allows certain SharePoint documents (or blogs, wikis, web pages, and list items) to be declared records.  The system can prevent such records from being deleted or edited, if necessary by your organization’s definition of what a record is:

Note that some of the documents have locks, implying to the user that they are dealing with records.  When selecting a record, the UI for editing and deleting the item is disabled.

This recordization process can be done either manually, as part of a larger process in a workflow, or as a scheduled part of a document’s retention (e.g. after 2 years).  The key here is that, when declared a record, the content doesn’t move to an archive – it stays where it is so the end users can still find and interact with the content.

Once declared, the system knows about an item’s record status, so you can do things such as create different retention policies for records or use record state when defining workflows in SharePoint Designer.  Microsoft also enable a programmability model so you can perform custom processes and policies upon recordization to meet specialized compliance needs.

Scale: We’re Talking Big

With electronic information growing at a crazy pace and businesses spending billions on eDiscovery every year, records managers have enough to keep them up at night.  The scale of their records/content management system shouldn’t be another worry.

A large part of the effort in this release has been spent adding features to make it easier to scale to massive archives.  Features such as Remote Blob Storage, database query optimizations, internal timer job processing improvements, new database indexing strategies and other engineering initiatives enable SharePoint to make a great leap forward and all you to have: 

• Tens of millions of records in a single Records Center
• Hundreds of millions of records in a distributed archive: allow many Record Centers to bind together to act as one logical repository.

How can Deltascheme Help You..?

Deltascheme is uniquely placed in the UK, having extensive experience in both the implementation of full records management solutions and with the design, configuration and implementation of SharePoint.

By way of an example we are often asked the question; “how do you do records management in SharePoint?” As a result we offer our customers a standard three days consulting engagement which is designed to provide a review of your organisations’ high level requirements and to then talk and show how SharePoint can be configured to deliver an effective Electronic Document and Records Management solution.

Additionally we can assist with the implementation of other applications in SharePoint which are associated with records management such as subject matter access requests (FoI, DP, Environmental and Ministerial, etc.), case management, business process management and integrated scanning solutions (ensuring legal admissibility). 

To discuss further, contact us here

Related posts:

1. Document & Records Management with SharePoint 2010
2. SharePoint 2010 & ECM
3. Records Management & SharePoint

1. Greater scalability & distributed architecture.
2. Richer authoring and content creation tools.
3. Improved User Interface and Site Definitions.
4. Enterprise-wide Content Types.
5. Managed Metadata Service & Metadata Navigation Settings.
6. Office Client Integration and Office Web Apps.
7. Document Sets & Content Organizer.
8. In-place Records Management.
9. Distributed Record Centres.
10. Enterprise Search (Fast Search for SharePoint – Enterprise CAL).

How can Deltascheme help you?

Deltascheme is a leading provider of business and technical consultancy for Electronic Content Management (ECM) and Business Process Management (BPM) solutions based on Microsoft Technologies. We can help you to implement your new SharePoint Server system by providing:

• Consultancy to define your business requirements
• Professional Services to design, install and configure your system
• Data migration tools to re‐classify & import your legacy content
• Solutions to enable paper content to be scanned into the system
• Services to deliver standard forms and workflow processes
• Expertise to integrate SharePoint with your existing applications 

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3. Release date for SharePoint 2010

Multi-file Uploader Utility

Microsoft Office SharePoint Server 2007 provides a Multi File Uploader Utility to enable you to quickly identify, select and then upload multiple electronic documents into SharePoint.

However, if SharePoint is being used as a Document and Records Management System you will then be required to apply metadata against each document to ensure they are stored in adherence to your organisations’ ‘content types’ and information management policies for security, retention and disposition. This process can be very repetitive and laborious so Deltascheme has provided an enhancement to allow you to apply a common set of metadata (e.g. Project Number, Client Number, Document Type, etc.) to every document you upload.

To find out more start by request the brochure at the bottom of the page or give us a call.

Document and Content Migrator for SharePoint

The Document and Content Migrator, has been designed to enable organisations to migrate large numbers of documents and other content from file stores into SharePoint.

It is a fast and extremely cost effective method of migrating content, with no coding, lengthy training or large software packages to install. It has been designed specifically for SharePoint and it caters for all requirements around metadata and content types.

Configuration allows users to copy across folder structures or flatten files. Key for records management is the preservation of original creation and modification dates.

To find out more, start by requesting the brochure or giving us a call.

Deltascheme

Deltascheme is a leading provider of business and technical consultancy for Electronic Content Management and Business Process Management solutions based on Microsoft Technologies.

Related posts:

1. SharePoint Migration Tool
2. SharePoint 2010 & ECM
3. Records Management in SharePoint 2010

Microsoft Office SharePoint Server 2007 provides a Multi-file Uploader Utility to enable you to quickly identify, select and then upload multiple electronic documents into SharePoint.

However, if SharePoint is being used as a Document and Records Management System you will then be required to apply metadata against each document to ensure they are stored in adherence to your organisations’ ‘content types’ and information management policies for security, retention and disposition. This process can be very repetitive and laborious so Deltascheme has provided an enhancement to allow you to apply a common set of metadata (e.g. Project Number, Client Number, Document Type, etc.) to every document you upload.

To have the product brochure sent to you please complete the form below or give us a call.

Deltascheme is a specialist systems integrator and solutions provider delivering ECM and BPM solutions. We use Microsoft SharePoint as our primary application platform and have expertise delivering a broad range of integrated solutions such as EDRM, Case Management, Extranets, Intranets, CRM, Business Intelligence and data migration projects. Based in Marlow, Buckinghamshire, Deltascheme has 23 years experience of software engineering

Related posts:

1. SharePoint Migration Tools
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3. SharePoint 2010 & ECM