SharePoint - Preservica Integration and Automation

Common Integration Use Cases Between SharePoint and Preservica

1. Automated transfer of records from SharePoint to Preservica for long-term archiving

When project documents, contracts, policies, or regulated records in SharePoint reach the end of their active business life, they can be automatically transferred to Preservica for secure long-term preservation. This reduces storage pressure in SharePoint, supports records retention policies, and ensures important content remains accessible and compliant over time.

• Data flow: SharePoint to Preservica
• Business value: Lower storage costs, improved retention compliance, reduced manual archiving effort

2. Preservation of finalized documents from SharePoint approval workflows

Organizations can integrate SharePoint approval processes with Preservica so that once a document is approved and published, the final version is automatically preserved as a trusted record. This is especially useful for policies, HR documents, legal agreements, and controlled procedures where version integrity matters.

• Data flow: SharePoint to Preservica
• Business value: Stronger auditability, protection of approved content, consistent records management

3. Access to preserved records from SharePoint portals and team sites

Users working in SharePoint can search for and link to preserved content stored in Preservica without leaving their familiar collaboration environment. This allows business teams, legal teams, and compliance staff to retrieve archived records from SharePoint pages, document libraries, or intranet portals while Preservica remains the system of record for preservation.

• Data flow: Preservica to SharePoint
• Business value: Easier access to archived content, better user adoption, reduced time spent switching systems

4. Compliance and legal hold support for sensitive content

SharePoint content subject to litigation hold, regulatory review, or audit can be preserved in Preservica with metadata that supports retention schedules and evidentiary requirements. This helps organizations maintain immutable copies of critical records while keeping operational collaboration in SharePoint.

• Data flow: SharePoint to Preservica, with status and metadata updates back to SharePoint if needed
• Business value: Improved legal defensibility, reduced risk of accidental deletion, better governance

5. Preservation of project deliverables and knowledge assets from department sites

Departments often use SharePoint sites to manage project deliverables, research outputs, training materials, and final reports. At project closeout, completed assets can be transferred to Preservica for preservation and future reuse, while SharePoint remains focused on active collaboration. This creates a clean handoff from operational work to archival storage.

• Data flow: SharePoint to Preservica
• Business value: Better lifecycle management, easier project closeout, improved knowledge retention

6. Preservation of externally shared documents and partner deliverables

Organizations that collaborate with external partners through SharePoint can preserve final deliverables, signed documents, and agreed outputs in Preservica once the collaboration ends. This is useful for joint ventures, supplier management, grants, and client engagements where long-term proof of agreement or delivery is required.

• Data flow: SharePoint to Preservica
• Business value: Reliable recordkeeping for external collaborations, reduced dependency on active project sites

7. Metadata synchronization for discovery and retention management

Key metadata such as document type, owner, retention category, project name, and confidentiality level can be synchronized between SharePoint and Preservica. This enables consistent classification during transfer, improves search and retrieval, and supports automated retention decisions across both platforms.

• Data flow: Bi-directional
• Business value: Better information governance, more accurate search, less manual reclassification

8. Enterprise search and reference links between active and archived content

SharePoint can serve as the front-end access point for active content, while Preservica stores the preserved historical versions. Integration can allow users to see archived references, version history, or related records from SharePoint search results and navigate directly to the preserved item in Preservica when needed.

• Data flow: Preservica to SharePoint, with links or search references exposed in SharePoint
• Business value: Faster retrieval of historical records, improved continuity between active and archived information