While Microsoft 365 provides robust content management capabilities, many organizations struggle with maintaining the integrity and usability of their long-term digital assets, especially when dealing with legacy file formats and complex compliance requirements. Recent studies indicate that 20-28% of organizational records require retention periods exceeding seven years or must be maintained permanently. This content includes:
- Engineering and CAD drawings
- Property and asset documentation
- Legal and personnel files
- Intellectual property records
- Board minutes and organizational policies
- Historical project documentation
The challenge isn’t just storing these files – you must ensure they remain accessible and usable throughout their entire lifecycle, often spanning multiple decades and technology generations. As technology evolves, older file formats become unreadable or unsupported. In addition, multi-part information packages (like emails with attachments) risk losing critical context. Access rights and software licenses may expire or become invalid, and physical storage systems can become obsolete or unreliable. Lastly, regulatory requirements can be complex, requiring accessibility AND proof of authenticity.
Extending Microsoft 365’s Governance Capabilities
While Microsoft 365 provides essential content management features, organizations need additional capabilities to preserve long-term content. This is where DocPoint Solutions, leveraging Preservica’s active digital preservation technology, can create a comprehensive solution for long-term content management. A comprehensive solution should include automatic file format monitoring and migration to ensure content remains readable despite technological changes. It should also extend the retention and preservation policies beyond standard Microsoft 365 capabilities. Lastly, your preservation platform should provide a transparent chain of custody, detailed audit trails, and advanced search for all preserved content.
DocPoint Solutions brings unique value to organizations looking to enhance their long-term content management strategy. As a specialist in Microsoft SharePoint and its integrated suite of products, DocPoint understands how to maximize your Microsoft 365 investment while addressing long-term preservation needs. Rather than offering a one-size-fits-all solution, DocPoint begins by thoroughly analyzing your business requirements, ensuring that the implemented solution aligns with your specific needs and objectives. By partnering with DocPoint and leveraging Preservice’s preservation capabilities, organizations can:
- Extend the value of their Microsoft 365 investment
- Ensure compliance with long-term retention requirements
- Protect against format obsolescence and data loss
- Maintain accessibility and usability of critical content
- Streamline the management of both current and legacy content
Practical Steps for Implementation
So, how can you get started? Most successful preservation roadmaps include the following steps:
1. Assess Current State:
- Inventory existing content types and formats
- Identify retention requirements
- Evaluate current governance capabilities
2. Define Requirements:
- Document-specific preservation needs
- Map compliance requirements
- Establish access and discovery requirements
3. Design Solution Architecture
- Integrate preservation capabilities with existing systems
- Implement automated format migration
- Configure security and access controls
4. Implement and Train
- Deploy solution components
- Establish governance procedures
- Train users on new capabilities
As organizations continue to generate and maintain increasing volumes of digital content, the need for practical, long-term preservation becomes critical. By combining DocPoint’s expertise in Microsoft 365 with Preservica’s active digital preservation capabilities, organizations can ensure their valuable content remains accessible, usable, and trustworthy for decades.
The time to act is now. With the growing volume of digital content and increasing regulatory requirements, organizations must implement robust long-term content management solutions. DocPoint Solutions provides the expertise, technology, and implementation support needed to protect your organization’s digital legacy while maximizing the value of your Microsoft 365 investment.
Contact our industry experts today to discuss your next digital preservation project. Call us at 301-490-7725 or send an email to info@docpointsolutions.com
[This blog post is a collaboration between a human and Claude.AI]