The Future of SharePoint Document Archiving
In today’s fast-paced digital environment, managing large volumes of documents in SharePoint Online can be a daunting task for any organization. As businesses grow, so does the need for efficient, cost-effective storage solutions that not only save space but also ensure compliance and ease of access. Enter Squirrel, an innovative SaaS product designed to automate the archiving of documents from SharePoint Online to Azure Blob Storage, providing a seamless blend of efficiency and security.
| Feature | Description |
|---|---|
| Automated Archiving | Automatically moves documents to Azure Blob Storage based on lifecycle policies. |
| Security | Provides robust encryption and authentication to ensure data integrity. |
| User Experience | Seamless access to archived documents through stub files, mimicking the native environment. |
| Cost Efficiency | Reduces storage costs significantly by utilizing Azure Blob Storage for infrequently accessed documents. |
| Compliance | Supports regulatory compliance with automated document handling and lifecycle management. |
| Integration | Easy integration with SharePoint Online, enhancing its native capabilities without disruption. |
| Reporting | Offers comprehensive insights into document usage and archiving activities. |
| Future Developments | Planned upgrades include more granular controls and broader integration with other platforms. |
| Community Engagement | Actively seeks user feedback to improve and expand features. |
| Customer Support | Provides dedicated support and personalized demonstrations on request. |
What is Squirrel?
Squirrel is a cutting-edge document archiving solution tailored specifically for SharePoint Online environments. Developed by SmiKar, it leverages the flexibility of Azure Blob Storage to help organizations manage their document lifecycles more efficiently. By automatically moving older or less frequently accessed documents to cheaper storage solutions, Squirrel not only optimizes storage costs but also maintains easy accessibility and robust security.
Key Features of Squirrel
Automated Archiving
One of the core functionalities of Squirrel is its ability to automate the entire process of document archiving. This feature ensures that documents are moved to Azure Blob Storage based on predefined lifecycle policies, which can be customized to fit the unique needs of any organization. This automation not only helps in reducing the manual effort required in managing documents but also minimizes the risk of human error.
Encryption and Security
Security is paramount when dealing with document management, especially in cloud-based environments. Squirrel provides state-of-the-art encryption and authentication measures to safeguard sensitive information. Every document moved by Squirrel is encrypted, ensuring that data integrity and confidentiality are maintained at all times. This level of security is crucial for organizations looking to comply with industry regulations and protect their data from unauthorized access.
Seamless User Experience
Squirrel enhances the user experience by leaving a stub file in the original location in SharePoint. This stub file retains the same filename as the archived document, allowing users to rehydrate the data with just a click. This seamless interaction ensures that the transition between active and archived documents is transparent to the end-user, promoting a smoother workflow and reducing any potential disruptions to day-to-day operations.
Cost Efficiency
By archiving documents to Azure Blob Storage, Squirrel helps organizations significantly reduce their storage costs. Azure Blob Storage offers a more cost-effective solution for storing infrequently accessed data compared to regular SharePoint Online storage options. This strategic move can result in substantial savings, especially for organizations with large volumes of data.
Benefits of Using Squirrel
Squirrel not only optimizes how documents are stored and managed but also brings a host of benefits that can transform document lifecycle management.
Space Management
Effective space management is crucial for organizations that deal with a high volume of documents. Squirrel helps in efficiently managing the storage space in SharePoint by automatically archiving old documents to Azure Blob Storage. This process helps in freeing up valuable space in SharePoint, allowing for better management of new and frequently accessed documents.
Compliance and Governance
For many organizations, compliance with regulatory requirements is a significant concern. Squirrel supports compliance and governance by managing the document lifecycle according to organizational policies and regulatory standards. The automated archiving process ensures that documents are handled in a consistent, compliant manner, which is crucial for audits and regulatory reviews.
Enhanced Accessibility and Retrieval
One of the standout features of Squirrel is its ability to enhance document accessibility and retrieval. With the stub file system, users can access archived documents as if they were still residing in SharePoint. This functionality is crucial for maintaining continuity in document usage without disrupting user workflows. The rehydration process is simple and efficient, ensuring that documents can be brought back to active use with minimal effort. This feature is particularly beneficial for legal and financial sectors where document retrieval speeds are critical for operational success.
Reporting Features
Squirrel also offers comprehensive reporting capabilities that provide valuable insights into document usage and archiving activities. Organizations can monitor which documents are archived, when they were archived, and how often they are accessed post-archiving. This data is crucial for making informed decisions about document management policies and optimizing storage strategies. The reporting tools are designed to be user-friendly and provide actionable insights that can help in further reducing costs and improving efficiency.
How Squirrel Integrates with SharePoint
Integration with SharePoint Online is straightforward and non-disruptive. Squirrel operates seamlessly within the SharePoint ecosystem, enhancing its native capabilities without compromising performance or usability. The installation process is designed to be quick and does not require significant changes to existing SharePoint setups, making it an attractive option for organizations looking to enhance their document management systems without extensive modifications.
Customer Success Stories
Many organizations have already benefited from implementing Squirrel. For instance, a large legal firm managed to reduce its SharePoint storage costs by 40% within the first six months of using Squirrel. Another example is a government agency that was able to comply with stringent regulatory requirements regarding document retention and access by utilizing Squirrel’s automated archiving and robust security features.
Calculate Your Savings
Interested in seeing how much your organization can save by using Squirrel? Visit our Squirrel Benefits Calculator to get a personalized estimate of the potential savings. This interactive tool can help you understand the financial impact of integrating Squirrel into your SharePoint environment.
Free SharePoint Online Storage (TB):
0 TB
Current SharePoint Online Storage (TB):
0 TB
Monthly SharePoint Growth (TB):
0 TB
Percentage of Storage to Archive with Squirrel (%):
47%
Cost per TB ($):
$
Current Annual SharePoint Online Cost
Annual SharePoint Online with Squirrel
Estimated Annual Savings
$0.00
$0.00
$0.00
| Free SharePoint Online Storage (TB): | 0 TB | |
| Current SharePoint Online Storage (TB): | 0 TB | |
| Monthly SharePoint Growth (TB): | 0 TB | |
| Percentage of Storage to Archive with Squirrel (%): | 47% | |
| Cost per TB ($): | $ |
| Current Annual SharePoint Online Cost | Annual SharePoint Online with Squirrel | Estimated Annual Savings |
|---|---|---|
| $0.00 | $0.00 | $0.00 |
Do you want to see Squirrel in action?
Squirrel represents a significant advancement in document management technology. By automating the archiving process, ensuring high-level security, and facilitating easy document retrieval, Squirrel addresses the key challenges faced by organizations in managing large volumes of documents. Its integration with SharePoint Online is smooth and enhances existing functionalities without disrupting user experiences. Whether you are looking to reduce costs, improve compliance, or simply manage your documents more effectively, Squirrel provides a comprehensive solution that meets a wide range of needs.
Contact Information
For more information about Squirrel, or to schedule a demo and see how it can transform your document management strategy, please contact our sales team. We are here to help you streamline your document archiving process and ensure that your organization’s data management is as efficient and secure as possible.
Future Developments
As Squirrel continues to evolve, we are committed to incorporating advanced features that further enhance document management and archiving processes. We actively seek feedback from our user community to ensure that Squirrel not only meets but exceeds the evolving needs of modern organizations. Planned future developments include more granular lifecycle management controls, deeper integration capabilities with other enterprise tools, and enhanced artificial intelligence functionalities to automate categorization and retrieval processes further.
Our development team is also exploring ways to expand Squirrel’s capabilities to integrate with other content management systems beyond SharePoint, aiming to provide a versatile platform that can serve a broader range of organizational needs. These updates will ensure that Squirrel remains at the forefront of document management technology, providing our users with a competitive edge in their respective industries.
Customer Feedback and Community
At SmiKar, we believe that our users are our most valuable asset, and their insights play a crucial role in shaping the future of Squirrel. We encourage all Squirrel users to participate in our community forums and feedback sessions. These platforms offer an opportunity to share experiences, suggest improvements, and learn from each other’s best practices. Engaging with the community not only helps in enhancing individual user experiences but also contributes to the overall advancement of Squirrel as a premier document management solution.
Conclusion
Squirrel is more than just a document archiving tool; it is a comprehensive solution designed to streamline document management, enhance organizational efficiency, and reduce operational costs. With its robust features, ease of integration, and user-focused enhancements, Squirrel is ideally positioned to help organizations of all sizes manage their document lifecycles more effectively.
Whether you’re struggling with storage costs, compliance, or just looking for a more efficient way to handle corporate documents, Squirrel provides a reliable and innovative solution. We invite you to experience the benefits firsthand by contacting us for a demonstration or to discuss how Squirrel can fit into your document management strategy.
Contact Us
To learn more about Squirrel, request a demo, or discuss your specific needs with our expert team, please don’t hesitate to contact us. Our dedicated customer support and sales teams are eager to assist you in exploring the full capabilities of Squirrel and how it can transform your document management processes.
FAQs about Squirrel
- What is Squirrel?
- Squirrel is an automated document archiving solution that integrates with SharePoint Online to move documents to Azure Blob Storage based on their lifecycle policies.
- How does Squirrel ensure data security?
- Squirrel uses state-of-the-art encryption and authentication mechanisms to protect data during and after the transfer to Azure Blob Storage.
- Can Squirrel help reduce our SharePoint storage costs?
- Yes, by archiving infrequently accessed documents to Azure Blob Storage, Squirrel significantly reduces the need for expensive SharePoint storage.
- Is the integration of Squirrel with SharePoint disruptive?
- No, Squirrel integrates seamlessly with SharePoint without disrupting existing workflows or system performance.
- What are the system requirements for installing Squirrel?
- Squirrel requires an active SharePoint Online environment and appropriate permissions to implement its archiving policies.
- How does the stub file system work?
- Squirrel creates a stub file in SharePoint that retains the original filename. This file serves as a link to the archived document, allowing users to access it with a single click.
- What kind of reporting capabilities does Squirrel offer?
- Squirrel provides detailed reports on document archiving activities, including access frequencies, storage savings, and compliance status.
- Can Squirrel be customized to fit specific organizational needs?
- Yes, Squirrel’s lifecycle policies and other features can be customized to align with specific organizational requirements and compliance standards.
- How does Squirrel handle compliance with industry regulations?
- By automating document archiving according to predefined policies, Squirrel ensures that documents are managed in a compliant manner, aiding in regulatory audits.
- Who can I contact for a demo or more information about Squirrel?
- You can visit this link to request a demo or get more information directly from the Squirrel team.
Managing Your SharePoint Costs Doesn’t Have to Be Hard.
Request more information or a demo of Squirrel to see how much it can save you with your SharePoint Online costs.
