Managing Content

When Epona's DMS solutions for Sharepoint are implemented with the SharePoint 2010 Records Management (ECM – Enterprise Content Management) capability, you gain the means of cost effectively managing your content from the perspective of meeting your compliance, records management, and archiving needs. SharePoint 2010, at no additional cost beyond your standard SharePoint licensing fees, provides the following features, removing the need of multiple vendors to supply what should be native functionality to any document management system. These features when coupled with Epona's DMS solutions for Sharepoint make SharePoint the most cost effective DMS available today. A few of the ECM capabilities of SharePoint include:

• 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)
• E-mail Archiving
• 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.
• 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. This enables you to automatically enforce rules on content that is submitted.
• 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.
• Records Management in Collaborative Spaces: Records management can be done within Auditing, Retention, Expiration, Reporting, Records Workflows, eDiscovery, Legal Hold and Recordization systems.
• Place Records Management: Specific non-traditional content such as blogs, wiki’s, web pages, and list items can be declared as records and can then be memorialized such that they cannot be edited or deleted.

To learn more from Microsoft itself about the capabilities of the SharePoint 2010 Enterprise Content Management, simply click this link. By clicking this link, you will leave our website.

Managing E-mail

Epona's DMS solutions for Sharepoint provide the user with two powerful tools that effectively increase e-mail management and user adoption of SharePoint and your document management process. Automatic E-mail filing also known as ‘send-and-file’ provides a means for users to select a SharePoint location to save the e-mail that is being sent. Upon sending, the e-mail will be tagged with a user definable location code that tells Epona's DMS solutions for Sharepoint where to automatically file the reply e-mail. Additionally, users gain the ability to drag and drop one or many e-mails, e-mail folders, attachments (separately or as received) directly into the desired location. Moreover, with the document management system interface being Outlook 2010 itself, users will already know how to access, search, and store content directly into the document management system through the added Outlook tree. When coupled with the e-mail archiving and extremely scalable capabilities of SharePoint 2010, the challenges of e-mail management become manageable, and simple.

Comparing Documents

With MS Office 2010, Microsoft Word gained extremely powerful document comparison capabilities that rival the myriad of document comparison products that have existed for the last ten years. Epona's DMS solutions for Sharepoint enhance this capability by providing seamless integration with Microsoft Word 2010. Once Epona's DMS solutions for Sharepoint are implemented, users of Word 2010 can access, edit, save, and compare documents that are stored within SharePoint easily and intuitively. With Epona's DMS solutions for Sharepoint, any document stored in SharePoint can be opened from within Word and saved back to the document management system from within Word. Moreover, documents that are to be compared can be located in the document management system, or locally, where the new versions can then be saved either locally or within the document management system. Epona's DMS solutions for Sharepoint fully support versioning of documents as well, providing the means for users to determine if document will be a minor or major version of a document within the DMS. For more information on the document comparison capabilities of Word 2010, extensive information can be found by clicking this link. (You will leave our site by clicking this link.)

Portable Content

Epona's DMS solutions for Sharepoint are fully integrated with SharePoint 2010, and SharePoint Workspace 2010. With Epona's DMS solutions for Sharepoint, users save content on to the SharePoint server in the line-of-business organizational structure that was designed for the practice or business. This content can then be stored locally on a laptop or notebook, with full organizational structure intact, and with the added benefit of natively using Office 2010 applications to edit or access that content. Any changes to the content will automatically be synched with the SharePoint database stored content upon the return of network connection between the client and the SharePoint server. Microsoft SharePoint Workspace 2010 provides a client for Microsoft SharePoint Server 2010 and Microsoft SharePoint Foundation 2010 that enables real-time synchronization of desktop content with SharePoint documents and lists. There is no additional cost above the standard SharePoint licensing requirement for your organization to add this capability. For more information about this capability, click this link. You will leave our website by clicking this link.

The Cloud

With Epona's DMS solutions for Sharepoint, your line-of-business organized content that is stored in SharePoint can be extended into the Cloud, with the advent of Microsoft Office 365 – SharePoint Online. Currently, a debate within the legal, accounting, and manufacturing business technology sectors is raging about the efficacy, security, and value of storing your mission critical documents in “the Cloud”. Although no conclusions have been drawn in this debate, having the flexibility to be able to implement a Cloud strategy today, or downstream is a clear competitive advantage. With Epona's DMS solutions for Sharepoint, there are no additional costs, integrations, or tools that need to be purchased to push your content to the Cloud. For more information about Cloud Computing and Microsoft SharePoint Online, click this link. You will leave our website by clicking this link.