Scalability Enhanced in FileTrail for SharePoint 4.1

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.

FileTrail for SharePoint 4.1

FileTrail is preparing the release of FileTrail for SharePoint 4.1 on December 31st of this year.  This release features several new capabilities and enhancement to many existing features. Scalability  FileTrail for SharePoint is now infinitely scalable, allowing Physical Records Management to be added to any number of Document Libraries or Document Sets in any number of Sites, Site Collections, and Farms from a single point of control. 

Localization  Language localization goes hand-in-hand with scalability, above, as we roll out in large enterprises.  Users can now select their own language from English, French, German, Spanish, Arabic, or Dutch.  Portuguese and Chinese (traditional simplified) are already planned.

Ribbon Bar Options   The SharePoint Ribbon Bar has been enhanced with more options.  The role of the Physical Item Ribbon has been to provide batch functionality, such as boxing files, requesting retrieval and setting favorite items.  New options on the ribbon bar allow printing of bar code or color coded strip labels from the user’s queue of labels for recently created records.

Color Coded Labeling   For the first time you can print color coded end tab folder labels from SharePoint.  Designs can be configured for any labelstock, allowing you to continue to purchase labelstock from your current supplier.  Labels may contain bar codes, color codes, and text.  The designer allows placement to be finely adjusted and colors set to match existing labels.

Dynamic Dashboard   The Physical Records Dashboard has been enhanced with additional metrics.  FileTrail’s unique approach makes it automatically adjust to fit the individual user.  Different but appropriate sets of metrics and functionality are presented to the CRM, file room manager, file room worker, records coordinator and archivist.

Cloud Computing   In recent years Cloud Computing, formerly called Hosted Solutions or Software-as-a-Service, has become a popular option.  It reduces capital outlay in exchange for a monthly fee.  FileTrail has used Cloud-compatible development tools since 2001, when we first began hosting solutions for our clients.  The newest release of our product continues to utilize this technology as Cloud computing has become accepted by large enterprises and interest in hosting SharePoint solutions is increasing dramatically.

Seamless UI   FileTrail for SharePoint is the only Physical Records Management tool for SharePoint that keeps the user experience within the SharePoint UI.  In addition, meta data is stored in SharePoint so there is no replication of classification, meta data, etc. with an external repository.  This ensures the best user experience that unifies physical and electronic records management. 

Simplified Administration   The ability of FileTrail for SharePoint to use the built-in SharePoint tools, such as Retention, Legal Holds, Workflows, and more, simplifies administration.  Other products require separate definitions for physical records or synchronizing data, adding overhead and redundant work for CRMs.