Where Software Meets Recordkeeping 

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AGA is a product offering from OpenText that facilitates the second scenario, i.e. move records from SharePoint to Content Server. The principle purpose of AGA is therefore to move documents from SharePoint to Content Server. AGA does not in and of itself deliver recordkeeping. If you move documents from SharePoint to Content Server, you now have the means of applying recordkeeping control to the documents you moved to Content Server. AGA does not apply recordkeeping control to any documents that are stored within SharePoint, nor does Content Server itself. In other words, to apply records control to documents in SharePoint, you need to move them from SharePoint to Content Server, and to move them you’ll require AGA. Below is the Table of Contents from the report:

In this report we examine how OpenText Content Server 2010 is integrated with Microsoft SharePoint, via the OpenText product offering known as Application Governance and Archiving for Microsoft SharePoint (AGA). The purpose of this report is to understand AGA, and show how it can be deployed in order to achieve recordkeeping compliance. OpenText Content Server 2010 is compliant with recordkeeping requirements – SharePoint 2010 is not. Some organizations with OpenText Content Server 2010 have also deployed SharePoint. SharePoint is typically used to create and store documents, and is often used for extensive document collaboration, among other things. In this case, there are two repositories in place, each storing documents, and each managing and handling documents in their own uniquely different ways. With these two different systems deployed, how can the organization achieve full recordkeeping compliance of all documents consistently? There are two possible choices:

Apply recordkeeping independently to each system.
Managing records within Content Server is straightforward, as it is an out-of-the-box capability. With SharePoint however it is necessary to custom-modify the product to meet recordkeeping requirements, or more likely, to use a specialized third party plug-in product to fill the recordkeeping gaps. The corporate retention schedule would have to be duplicated within both Content Server and SharePoint, and records would have to be separately managed and administered in two completely different platforms. This means a great deal of duplicated effort, not to mention the administrative overhead of managing records in two different platforms, each with a different approach, features and capabilities.
Move documents from SharePoint to Content Server.
When ready, move documents from the non-compliant platform (SharePoint) to the compliant platform (Content Server), where full recordkeeping control can be applied to them. Use SharePoint for document creation and collaboration, but not for long-term document storage or for recordkeeping. AGA is a product offering from OpenText that facilitates the second scenario, i.e. move records from SharePoint to Content Server. The principle purpose of AGA is therefore to move documents from SharePoint to Content Server. AGA does not in and of itself deliver recordkeeping. If you move documents from SharePoint to Content Server, you now have the means of applying recordkeeping control to the documents you moved to Content Server. AGA does not apply recordkeeping control to any documents that are stored within SharePoint, nor does Content Server itself. In other words, to apply records control to documents in SharePoint, you need to move them from SharePoint to Content Server, and to move them you’ll require AGA. 


RIMtar Report

OpenText Content Server with Microsoft SharePoint