CollabSPACE FEATURES & SPECIFICATIONS

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Collabspace streams in content from on-premises or cloud-hosted content repositories using agnostic and extensible Collabspace Content Connector Framework

• Connect and configure connectors to different types of content sources such as Exchange Online, SharePoint Online, OneDrive and File Share content

• Import and index all content from connected content sources in real-time and on a scheduled basis

• Archive electronic and physical records data, all related metadata and versions from multiple systems into one centralized repository

• Content sourced through periodic crawling, real-time events, or a combination of the two approaches to ensure all content and applicable version changes fully captured and stored

• Stored content can be securely searched and accessed via multiple mediums and devices

• Write Once Read Many (WORM) storage fortifies and protects data from tampering or accidental deletion

• WORM storage also crucial to have so recovering data is quick and seamless in the event of accidental deletion or another incident

Collabspace utilizes a tenant-isolated encryption service to transparently provide encryption keys on a rotating basis, which are used to individually encrypt BLOBs.

• Azure KeyVault is leveraged to encrypt customer data

• All Binary Large Object (BLOB) content sent to and from Collabspace encrypted in transit using HTTPS with any modern browsers that support AES-128 or higher, such as Chrome, IE 11, Edge, and FireFox

• BLOB content and associated BLOB properties for data at-rest is stored in tenant repositories are individually encrypted using a rotating tenant-isolated key system managed by Microsoft Azure KeyVault

Control security and permissions at any level.

• Collabspace fully integrates with the Azure Active Directory for all authentication and authorization controls

• All application interfaces, communication and external interfaces require authentication, either via Azure Active Directory or mutual authorization-code or token-based authentication

• Collabspace enables role-based access permissions for an additional layer of security clearance

• Query content and properties in Collabspace and across all content sources

• Search for keywords in all metadata and document bodies (content summary)

• Highlighting searched keywords in metadata and content summary

• Control searchable content with security groups

• Advanced search query builder for complex regular expression based search

Security Trimming

Security Groups in Collabspace ensure that only designated organization members with granted permissions can access specific features or functionalities

• Search results automatically trimmed to ensure only the content the user has access to is viewed.

• Users will not see results or match counts for content that they do not have access to

• Permissions are managed through Collabspace Administration app by specified Organization administrators and applied to relevant Azure Active Directory identities

Filter

• Control properties displayed as search results and how that information is arranged

• Filtered search and configuration can be saved as a template

Search Templates

• Save basic and advance searches as templates

• Search templates can be shared by Search Administrators

Preview

• View text-searchable version of documents

• View files via web or mobile devices

• Preview contents of files directly from search results or on the lifecycle details page

• Support for many file types and extensions, such as document, email, CAD, Image, video, audio and web formats

• Write Once, Read Many (WORM) storage framework creates multiple versions of content

• New versions saved with every change or update to content

• Each email is archived in .EML format & given a unique email ID, as per LAC and NARA specifications.

• Email threads are given conversation IDs to keep them and attachments discoverable.

Collabspace provides the ability to export content as needed, individually or in bulk.

• Option to download content individually from the archive search results display to recover specific content items

• Option to add one or more content items from a search result display to a bulk export, using this method will output all versions of the content in the native format, and all associated content properties in an associated JSON file.

Safeguard and instantly recover data.

• Automated backup of data allows users to instantly recover and export lost, tampered or compromised content and previous versions.

Authorized users can generate dynamic reports based on audit activities and export the results in Excel format for post-processing.

• All activities performed on all content is tracked and logged, including when content is viewed within Collabspace

• Multiple dimensions of content, user, and location information are captured with each audit activity

Multi-Jurisdictional

• Collabspace data stored in data centers located geographically in the jurisdiction of our customers

• Collabspace data is subject to the laws users reside in

• Backups and copies for resiliency and availability stored in the user’s local jurisdiction

Geo-Replication

• All data centers automatically replicate data to paired data center in another region for maximum continuity

Optical character recognition (OCR) automatically indexes & extracts text content from non-text-searchable documents such as PDFs, Tiffs & images.

• Extract printed text, handwritten text, digits and currency symbols from images and multi-page PDF documents

• Designed for quick extraction of small amounts of text in images

• Optimized to extract text from text-heavy images and multi-page PDF documents with mixed languages

• OCR in Collabspace supports the following file types:

  • TIFF

  • PDF

  • Message/rfc822

  • Application/emljson

  • Any unexpected file types

Go beyond titles and metadata to search complete audio content with speech-to-text capabilities.

• Automated, language agnostic transcription and indexing of audio and video files

• Transcription in Collabspace supports the following file types:

  • msVideo

  • AVI

  • MP3

  • MP4

  • M4A

  • QuickTime

• Light-weight, unsupervised keyword extractor leverages text statistical features from a single document to identify the most important keywords in the text

• Language agnostic in its approach

• Useful for deduplication purposes

• Automatically identifies and extracts entities found in unstructured data

• Extracted entities are pre-defined labels such as a person, organization, time, event, location, etc.

• Identifies entities in the text of a document’s content summary

• Tag keywords based on what type of objects were found within an image

• Classifies features within an image or video

• Detect multiple objects in one image

• Can detect partially obscure or partially hidden objects

• Trained to find 80 labels, such as people, vehicles, animals, small devices and miscellaneous

• Quantifies a positive, negative, or neutral tone in document text

• Analyzes the underlying emotions and attitude of a writer

• Identifies the polarity of sentiment on the sentence and document level

• Processes customer feedback or employee opinion and label text as positive or negative.

Collabspace provides advanced electronic records management capabilities designed to facilitate the automated classification, retention, and eventual disposition of content. You can centrally configure the rules and enforce them globally across your connected data repositories.

• Create and manage multi-level hierarchical classification systems

• Control security and permissions at any level

• Optionally provision centralized repositories for each classification

• Define one or more retention policies for each classification

• Create retention policy workflows to handle complex requirements

• Support time and event-based retention

• Create rules to automate classification and retention of content

• Enable users to view current classification and retention state of content

• Optionally enable users to trigger events on content

• Support defensible disposition using Content Review system

• Support in-place records retention and centralized records retention

• Workflow or user-driven export of content and metadata

• Define one or more retention policies for each classification

• Create rules to automate classification and retention of content

• Enable users to view current classification and retention state of content

• Create templates for rules for reuse in multiple categories

• Create and manage multi-level hierarchical classification systems

• Manage categorized records into organizational file plans and apply lifecycle workflows

• Automatically structure records in a file plan using content rules to apply categorization

• Categorize content based on region-based jurisdictional requirements

• View lifecycle details such as versioning and auditing trails

• Support time and event based retention

Collabspace provides comprehensive physical records management capabilities that enable you to manage your complete records inventory. You can centrally administer your records storage and support open or request-based circulation processes.

• Create and manage multi-level container systems

• Control container security and circulation rules at any level

• Create container templates to enforce structural rules and metadata requirements

• Create physical inventory templates for boxes, folders, objects, and even records to enforce usage rules and metadata requirements

• Manage retention at any physical record level, as needed

• Support centralized or decentralized creation and processing of new inventory

• Generate bar codes, inventory reports, and circulation reports

• Manage storage capacity and easily utilize available space

• Support open circulation for user accessible containers

• Support request-based circulation for controlled inventory locations

• Management groups can process requests individually or in bulk

• Import Physical Records in bulk and use bulk actions for updating, moving, categorizing and circulating records

• Authorized users can locate inventory via Collabspace search

• Search for Physical Records alongside electronic content simultaneously, and use the same workflows for both

• Create custom search queries for personalized circulation lists

• Inventory can be charged out to users at any record level

• Users can see inventory is charged in or out (circulation status)

• Chain of custody is tracked and audited with each hand-off

• Inventory can be marked as missing at any time

• Optimize management of space for physical records with management tools

• Visualize and optimize space management of physical records with searchable Physical Records Library

• Physical items can undergo disposition approval reviews and generate disposition certificates.

Collabspace provides the Content Review system to enable the controlled review of bulk sets of content and cases based on your business requirements. You can define periodic, or volume based review targeted at any type of content.

• Create review points within your workflows

• Dynamically add content to review queues

• Automatically begin review processes based on volume

• Create groups of pre-defined reviewers or;

• Support dynamic reviews based on custom rules or existing content properties (such as last modified user)

• Allow for multiple chained participants for multi-step reviews

• Support any number of review outcomes based on workflow design

• Generate a Certificate of Review to capture all review process activities, participants, content, and associated metadata

• Email notifications for review participants when content reviews are started.

• Defensible Disposition: produce regulatory-compliant disposition certificates.

Collabspace provides the Visual Lifecycle Workflow system that enables you to easily create complex workflows to manage the complete lifecycle of your content. Using a familiar drag and drop web interface, you can easily automate your business processes.

• Visually design workflows in minutes using the simple and quick drag & drop user interface

• Choose from a wide range of available workflow actions

• Utilize advanced rules for making workflow decisions based on content metadata or user profile values

• Visually present past workflow history and current state to users

• Allow users to trigger workflow events directly

• Create reusable workflows for common processes

• Create retention policy workflows to handle complex requirements

• Optionally enable users to trigger events on content

• Auditing trails for triggered events

• Create templates for representing pre-defined event triggers and review outcomes

• Supports Content Source Connectors:

  • Exchange Online

  • SharePoint Online

    • Supports In-Place and Records Center storage

  • OneDrive for Business

  • File Shares

  • Doc Vault

  • SAP

• Multi-lingual language support (English, French)

• API available for .NET and REST (coming soon)

• Data encrypted at rest and in transit

• WORM-compliant Storage