Drive efficiency & reduce compliance risk with embedded archiving for SharePoint
Optimize SharePoint storage, save costs & ensure critical long-term regulatory, legal & operational records are usable & trusted over decades.
Make records archiving & retrieval part of your SharePoint workflows with Preserve365®
Developed in collaboration with Microsoft, Preserve365® embeds the archiving, Active Digital Preservation and retrieval of long-term records right into the Microsoft 365 and SharePoint experience. Use your existing Microsoft software investments to automate archiving processes, optimize SharePoint costs and provide SharePoint users with instant access to always actionable and trusted records for regulatory, legal and operational needs. With Preserve365 your long-term data is optimized and ready for AI.
Securely retain critical project data and large files without ballooning storage costs
Automate archiving and compliance processes using your existing Microsoft tools
Provide self-service access to archived regulatory, legal and operational records
Keep critical long-term data secure, trusted & protected from file format obsolescence
Learn how Preserve365 is being used across different industries
Preserve365® in 90 seconds
Find out what Preserve365® is & why it matters in less than 2 minutes
Construction
Preserving project files over decades, reducing storage costs & maintaining access for business teams
Challenge
- 50+ departments creating long-term records including MP4, CAD, Bin files
- Daily video surveys are increasing SharePoint storage exponentially
- Business approves files for archiving but prefer to maintain access
- Very manual & time consuming SharePoint archiving process for IT
Solution
- SharePoint with Preserve365 embedded records preservation
- With 3 clicks in SharePoint records are transferred to a central archive
- Record readability, integrity, & accessibility for full retention period
- Business users search archive using SharePoint to find records
Outcomes
- Optimize SharePoint use & storage with embedded preservation archiving
- Efficient self-service search & retrieval for business users access
- Easily prove provenance, defend against litigation & support audit requirements
- Comply with different client retention policies governing large scale projects
Manufacturing
Centralizing corporate & operational records in a digital preservation archive to ensure usability, access & compliance long-term
Challenge
- Regulatory requirements mandate permanent or long-term record retention
- Including licenses, environmental, safety, product, legal & email records
- ‘Keep everything’ policies were increasing SharePoint storage & complexity
- Fragmented storage made retention & access of files difficult to manage
Solution
- Preserve365 automated archival transfer processes for SharePoint records
- Active Digital Preservation ensured security, readability and enduring access
- Records from elsewhere could be consolidated into a centralized digital archive
Outcomes
- Achieved regulatory compliance by securely preserving essential records
- Prioritizing SharePoint use for frequently accessed records
- Reduced reputational, legal, and financial risks due to data loss or mishandling
- More efficient search & retrieval reducing administrative time & costs
Energy
Ensuring environmental compliance, removing costly legacy applications & responding with certainty to legal requests
Challenge
- Mitigate risk and ensure environmental & safety compliance (EPA, OSHA, FERC)
- Render long-term records including 2D/3D CAD, GIS, SEG-Y, HDF5, ASDF
- Difficulty responding to legal requests due to siloed departmental drives
- Need to reduce legacy application costs from past M&As
Solution
- Record readability, integrity, & accessibility for full retention period
- With 3 clicks in SharePoint records are transferred to a central archive
- Respond with certainty with full-text search to critical records using SharePoint
- Consolidate records into SharePoint with Preserve365 embedded preservation
Outcomes
- Easily prove provenance to defend against litigation
- Ensure compliance to avoid $M’s in regulator penalties
- Protect critical business knowledge & maintain reputation
- Removed costly legacy application licenses and hardware
Finance & Insurance Services
Consolidating long-term files to prevent data loss, reduce storage costs, & ensure regulatory compliance
Challenge
- Files must be retained & easily produced for audits & regulatory evaluations
- Sensitive highly regulated records should be stored separately & securely
- Records in file shares & SharePoint sites makes retrieval inefficient
- Storage of inactive records in high-tier storage is resulting in additional costs
Solution
- Consolidate records from files share into a Active Digital Preservation archive
- Inactive files in SharePoint automatically & securely transferred to the archive
- Users able to find & retrieve records using SharePoint search
- Automated record readability & integrity maintenance for full retention period
- Standardization of metadata schemas regardless of file source
Outcomes
- Long-term files stored safely, securely & separately to operational records
- Enduring storage costs for long-term files significantly reduced
- Security risks from unauthorized or accidental access, deletion or tampering mitigated
- File discovery & retrieval is centralized in SharePoint and much more efficient