The new release of FileTrail for SharePoint has dramatically improved scalability. Our latest efforts in this area are the direct result of opportunities we have seen to improve the ease with which our clients are able to deploy physical records management across the enterprise. There is one key challenge in working with the SharePoint enterprise. And, it is a challenge not only to FileTrail but to the SharePoint administrator. This is centralizing control and applying standards across the many document libraries. Among our current clients there are those with tens of thousands of document libraries, and potentially hundreds of thousands.
Over the years, the ease with which new document libraries can be created has led to a proliferation in the spread of SharePoint. Now, as organizations try to apply standards and policies – such as retention and legal holds – the number of document libraries and the diversity of configurations make any individual task daunting.
Doing physical records management in SharePoint requires that some choices be made. For example who is allowed to do functions (search, create and label, box and archive, request retrieval, etc), where to archive (an internal records center or a commercial records center), what file room is used, if any, and what services are provided (pull and deliver, pull and hold, copying, faxing, scan on demand, etc.), definition of media (what can go inside of what), etc. These configuration options can be exasperating when you start to think about doing it for tens of thousands of document libraries.
FileTrail has simplified the process of deploying physical records management. Following Microsoft’s approach of the Content Types Hub, configuration options are set in a central hub that controls security, definition of file rooms, file room services, records centers, media, and more. Using this centralized hub approach deployment to an additional document library has become a single step: simply register the document library and map its content types to a specific media and everything else is automatic.
As our clients continue to roll out FileTrail for SharePoint to more areas we will continue to seek opportunities to enhance functionality and reduce administration. A forthcoming Registration function in our Web Services library will allow the registration to be done programmatically, potentially automatically when new document libraries are created.