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SharePoint Governance

SharePoint Governance

  • Overview
  • Business Advantages
  • Service Catalog
  • Technical Overview
  • Guides and Resources

DocAve Governance Automation for Microsoft® SharePoint® Governance

Your Policy. Our Automation. SharePoint as a Service Redefined.

DocAve Governance Automation allows organizations to provide SharePoint as a service to business users, encouraging the adoption of SharePoint by automating the way users provision, manage, and modify sites and permissions. Through an intuitive service catalog, which can be accessed from a browser-based management console or directly through SharePoint, Governance Automation helps to ensure all requests are fulfilled within established governance policies by providing a fully auditable business approval process.

Governance Automation transcends the capabilities of niche security management solutions and enables organization to close the custom code gap created by home-grown governance solutions by providing the following Service Catalog offerings:

  • NEW! Content Move or Copy
  • Permissions Management
  • Site Collection Lifecycle Management
  • Site Collection Provisioning
  • Site Provisioning

Screenshot Tour:

1 – Governance Automation: Home Page

1 – Governance Automation: Home Page

2 – Service Catalog Offerings

2 – Service Catalog Offerings

3 – Start a Service Request: User View #1

3 – Start a Service Request: User View #1

4 – Start a Service Request: User View #2

4 – Start a Service Request: User View #2

5 – My Tasks: User View #1

5 – My Tasks: User View #1

6 – User View of Dropdown Menu

6 – User View of Dropdown Menu

7 – Site Collection Directory

7 – Site Collection Directory

8 – Monitor & Report: IT Administrator View #1

8 – Monitor & Report: IT Administrator View #1

9 – Monitor & Report: IT Administrator View #2

9 – Monitor & Report: IT Administrator View #2

10 – Policy Management: Administrator View #1

10 – Policy Management: Administrator View #1

11 – Policy Management: Administrator View #2

11 – Policy Management: Administrator View #2

12 – Policy Management: Administrator View #3

12 – Policy Management: Administrator View #3

All Microsoft, All the Way

As with all AvePoint software, Governance Automation utilizes only fully supported Microsoft methodologies and APIs.





Business Advantages for Microsoft SharePoint Governance

  • Provide SharePoint as a Service

    Encourage end users to adopt SharePoint and enable them to request resources, such as a SharePoint site or site collection, by exposing all available options through an intuitive service catalog that can be accessed directly through SharePoint. Governance Automation resolves ambiguity around provisioning, managing, and archiving sites and site collections while simplifying the way business users interact with IT.

    Governance Automation can limit the available options and service levels for site availability, storage allotment, and lease expiration by associating backup, storage, archiving, permissions, and auditing configurations with a policy level (e.g. bronze, silver, and gold), and associate each of those options with charge back to the business department.

  • Enable Chargeback & Enhance Reporting of Adoption

    Governance Automation enables chargeback calculations to functional business units or departments through the generation of insightful analytics detailing the accountable business users, classification, and storage usage of site collections and sites for SharePoint assets.

    Improve ongoing realignment of cost allocation by analyzing business usage and rate of adoption for SharePoint deployments with holistic auditing and insight abilities.

  • Extensibility & Customization for Your Evolving Information Architecture

    Extend your governance policies throughout the enterprise by integrating Governance Automation’s automated approval process with existing workflow systems and applying policies extending beyond Microsoft SharePoint.

  • Increase IT Productivity through Business Process Automation

    Allow skilled IT administrators to focus on more strategic, higher-value operations by automating the repetitive and time-consuming processes involved in configuring, managing, and enforcing SharePoint governance policies.

    Governance Automation can automatically associate permissions, storage configurations, auditing, branding, and lifecycle management options with sites and site collections upon creation, aligning these configurations with the policy level associated with that site.

  • Increase Transparency Between Business Users and IT Administrators

    All service catalog requests can be subject to fully auditable approval processes, requiring management and/or IT approval, to verify requests are in full compliance with governance policies. Once approved, resources are provisioned and notifications are automatically sent out so users can quickly begin to utilize their SharePoint resources, avoiding overburdening of IT staff with incoming requests and request fulfillment.

  • Powered by DocAve 6

    By utilizing the entire DocAve 6 platform – including modules for data protection, administration, replication, storage optimization, compliance, reporting, and migration – Governance Automation transcends the capabilities of niche SharePoint security management and site provisioning tools.

  • NEW! Content Move or Copy
  • Permissions Management
  • Site Collection and Site
    Lifecycle Management
  • Site Collection and Site
    Provisioning

Move or Copy SharePoint Content with DocAve Governance Automation

As SharePoint environments expand, organizations need to periodically restructure their information architecture for SharePoint deployments to meet stringent SLAs. While SharePoint natively offers some capabilities with Windows Explorer, or through command line interfaces such as STSADM or PowerShell, there are limitations that could result in the loss of valuable metadata, security settings, and versioning.

Governance Automation enables organizations to easily respond to evolving information governance policies or organizational structure changes by automating enterprise content migration and restructuring while maintaining all content, configurations, security settings, and metadata.

Through an automated approval process and execution, Governance Automation provides business content owners with the ability to comprehensively move, copy, and restructure SharePoint sites, content, and topology within or across SharePoint environments within a single service request, and gives developers the ability to request sample production data for improved quality assurance.

Interested in learning how Governance Automation allows end users to easily move content across your enterprise? Microsoft SharePoint MVP Jeremy Thake provides a brief eTutorial on how Governance Automation automates this request from start to finish!

DocAve Governance Automation for Permissions Management

Through an automated approval process and execution, Governance Automation enables business users to search for user or group permissions across multiple SharePoint farms. Individual users also have the ability to request permissions changes through an intuitive browser-based UI or web part within SharePoint, and Governance Automation can fully audit the entire approval process.

With Governance Automation, IT administrators are no longer burdened with having to correct permissions structures or the mistakes in settings and configurations made by unqualified business users that may have been granted elevated privileges, such as Full Control.

DocAve Governance Automation for Site Collection Lifecycle Management

In the event of changes in service agreements and upcoming content expirations, Governance Automation automatically notifies responsible owners of pending changes and ensures all changes are made in compliance with pre-defined organizational governance policies. Governance Automation automatically updates backup, storage tier, auditing, and archiving service policies to appropriate sites and site collections as business landscapes and SharePoint environments evolve.

DocAve Governance Automation for Site and Site Collection Provisioning

Governance Automation reduces the amount of effort required to maintain and enforce governance policy compliance by automatically assigning the appropriate permissions, backup, storage tier, archiving, auditing, and ownership policies to site and site collections as they are provisioned.

DocAve Governance Automation Technical Overview

  • Accountability

    Improve transparency of content ownership within IT so decisions affecting site availability are appropriately communicated by maintaining an up-to-date list of accountable business users for each site or site collection throughout its lifecycle

  • Approval Process

    Enhance site and site collection provisioning, content migration and restructuring, as well as lifecycle and permissions management governance policy enforcement by defining one- to three-stage approval processes with role-based assignment and escalation. Reduce time consumed by IT administrators and business content owners with automatic approval of common service requests with “Zero-Stage” approval process capabilities

  • Automatically Associate Appropriate DocAve Plans and Rules

    Reduce the time required by IT administrators to apply appropriate backup, archiving, and permissions policies to sites or site collections upon creation through automated policy assignment based on the requested service level

  • newExtensibility & Customization

    Minimize the impact on existing systems by utilizing Governance Automation’s client extensibility API as the binding mechanism between external systems and Microsoft SharePoint

  • Scale SharePoint Policy Configuration

    Define policies, metadata, approval processes, permissions, and auditing parameters associated with SharePoint management tasks – including site provisioning and maintenance – to meet unique business needs. Onboard existing SharePoint sites and retroactively apply governance policies to the relevant sites

  • Site and Site Collection Directories

    Provide detailed insight into SharePoint assets for all business users with a public listing of sites and site collections, accountable business users, classification, and storage usage of site collections and sites

  • newContent Move or Copy
  • Permissions Management
  • Site Collection and Site
    Lifecycle Management
  • Site Provisioning
  • Track and audit all requests for copying, moving, and restructuring content
  • Proactively protect against compliance breaches by subjecting content move or copy requests to a multi stage approval process, ensuring sensitive or regulated content remains properly secured from people who should not have access to it
  • Use an intuitive browser-based UI or web part within SharePoint to migrate and restructure SharePoint content within or across all farms, servers, and different locations with full fidelity
  • Maintain list and library integrity with full support for all list types – including document libraries, issues lists, discussion threads, and announcements – as well as content metadata and configurations
  • In a single request, copy content from multiple sources to multiple destinations in order to quickly distribute changes across multiple sites or SharePoint environments
  • Promote or demote sites on-the-fly and copy content – from list to list, library to library, or site to site – according to business user requests within or across multiple SharePoint environments
  • Track and audit all requests and permissions changes
  • Grant, transfer, or clone custom permission assignments directly or optionally enforce user permissions assignment through SharePoint group membership
  • Enforce dead account cleaning to remove or transfer permissions of deactivated users
  • Enable business users to request permissions to a specified SharePoint object with approval processes and automated assignment upon final approval
  • Select and preview permissions associated with a specific user to transfer, clone, or remove across multiple farms – prior to executing associated changes – in a single request
  • Proactively enforce permissions inheritance for ease of maintenance and administration
  • Utilize automated reports and approval processes to ask accountable business users to proactively delete or archive sites that are inactive or have lease expirations pending in order to prevent exponential storage growth
  • Improve transparency of content ownership within IT so decisions affecting site availability are appropriately communicated by maintaining an up-to-date list of accountable business users for each site or site collection throughout its lifecycle
  • Ability to manage site collection ownership, classification, and content policy according to evolving business needs
  • Delegate the management of site ownership, classification, and archival or deletion directly to accountable business owners
  • Generate .csv or .xslt reports to provide charge back calculations to your departments or functional units
  • Scan existing sites and site collections not currently managed by Governance Automation into an Excel export file, and then select relevant sites and provide relevant policy as well as site contacts to deploy in Governance Automation
  • Configure Primary and Secondary Contacts for relevant sites to enforce site ownership and accountability
  • Remove or transfer SharePoint permissions of deleted or deactivated Active Directory users with Dead Account Cleaner
  • Ensure consistency across site collections by deploying gallery artifacts – such as content types, web parts, themes, and list templates – as sites are provisioned
  • Centralize and reuse policy definitions to enhance consistency across service requests for storage management, site leases, and inactivity with flexible policy wizard creation
  • Enforce corporate taxonomy with the ability to integrate with Managed Metadata Service
  • Auto-generate URLs (as opposed to user-generated ones) to standardize URL formats across the SharePoint environment
  • Assign users with custom permission levels during site and site collection provisioning



DocAve Governance Automation Resources

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Product Brochures:

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Case Studies:

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Solution Briefs:

Explore all of our available Solution Briefs

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White Papers:

  • SharePoint Governance: A Definitive Guide
    Read our white paper to understand best practices and strategies necessary for planning and enforcing governance policies for Microsoft SharePoint.
  • How to Implement an Effective SharePoint Governance Plan
    Moving past the "what" and "why" of governance, an even harder question to answer is how to implement SharePoint governance. In this paper, we'll share a number of suggestions on how you can effectively implement a SharePoint governance plan.

Peruse our collection of available White Papers

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User Guides:

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Featured Video

Introducing DocAve Governance Automation Service Pack 2

Introducing DocAve Governance Automation Service Pack 2