To understand the importance of archiving data, you need to understand why file retention is a priority. Archiving involves moving information that is not active into storage online. While the information is important to a company, it does not need to be accessed all the time.
Storing Aging Data and Sensitive Information
Data archiving allows you to maintain sensitive data so you can remain compliant, and protect customer contact information or the data associated with client accounts. You can use software for archiving purposes that index the material and offer search features for easy retrieval.
Inventorying Sensitive Data
By using archiving software, your company can save a great deal of money and still keep its client’s files and sensitive data private. Using this approach gives you a way to store files without adding to your storage costs and increasing consumption. In addition, archiving allows you to inventory your information so you can determine your filing options.
When choosing software for archiving, you will discover that some applications offer read-only applications so the data cannot be rewritten or changed. By using this feature, you can retain your sensitive data that is included in documents, database records, and email messages.
Backing Up Files versus Archiving Data
It is important to note that archiving data is different from backing up files. Archiving information reduces the amount of information backed up.
Why is this so?
Both archiving and backing up information means making a copy of data. However, the backed-up information is stored on servers. On the other hand, an archive is a file copy that is transferred from the main storage location to a secondary storage site for long-term use and access.
By archiving sensitive information, you get rid of a good deal of data that is backed up regularly. When this happens, you can restore your computer’s performance. Whether you back up data or archive it, data deduplication can be used to eliminate file duplication or redundancies. Therefore, storage is enhanced and money is saved and made at the same time.
Backing up data and archiving files are used as secondary storage and to make copies. However, backups are designed to protect data and recover information in case of a shutdown. Archiving, on the other hand, retains files that contain sensitive information, which may also be used to satisfy compliance and governance requirements.
Consider an online archive as a file that is used as a repository for info that may not be used often but must be quickly accessed. By comparison, backed up information is used for recovering data that has been damaged or destroyed, or lost or deleted on a hard drive.
Lifecycle Management of Data
When choosing archival software, it is important to scrutinize its features. Your choice will depend on what type of policy your data administrator supports. The policy normally includes specific requirements for archiving.
Final Thoughts
You will find that using archival software is profitable and therefore a wise investment. The last thing you want to do is to have your company’s sensitive data get into the wrong hands. By archiving your information electronically, you can purge data that is no longer needed and keep and maintain the information you need to reference every now and then.
