In today’s world, the power of data is immeasurable. Companies are now beginning to take note of the incredibly accurate insights that data can provide, and they’re doing all they can to put their data to good use.
However, there’s one side to the recognition of data that remains somewhat overlooked. And that’s the importance of data archiving.
Data archiving should now be a priority. It’s vital for companies to approach their data management in an organised way, but too few organisations are using data archiving to their full advantage. Instead, many are struggling with scattered data lying everywhere, from their devices and networks to a whole host of different files and systems.
Data archiving avoids creating a muddle of information, seeking instead to bring data together and expand the opportunities that it can provide.
Read on, and we’ll explain more about how data archiving works and why you need to know about it.
What is data archiving?
Data archiving is sometimes referred to as Enterprise Information Archiving (EIA). Both talk about the processes by which companies seek to archive the information they’ve collected over the years, bringing it together for a number of different reasons.
Once data has been archived, it’s far easier to use that information for strategic planning and compliance requirements. Data archiving can also be beneficial in terms of cost reduction, as storage requirements are often reduced once data has been archived.
Data archiving is increasingly important in the management of company records. A well managed and detailed archive can be enormously helpful for companies looking to prove their compliance. It can also be useful should a company ever face any litigation or issues during auditing.
What information is usually archived in data archiving?
The term data archiving refers to the archiving of all kinds of different digital information. While it initially meant information transferred by email, companies now use data archiving to collect information from many different sources.
Typically, data archiving will cover everything from data collected via team communication channels such as Slack and Microsoft Teams, to instant messaging platforms, mobile communications, website views, social media interactions, and so much more.
As our dependency on online communication grows, so too does the need for careful management of relevant information being shared online.
Benefits of data archiving
The creation of a brand new data archiving strategy can be a daunting prospect for companies that are new to the idea.
However, it’s something that’s well worth looking into in more detail. There are numerous benefits to data archiving.
Here are just a few of them:
Compliance
For many companies, compliance requirements are enormously important. Companies that must adhere to strict guidelines will also usually need to store data for a period of time, and therefore, data archiving will be needed.
Companies that must keep electronic records use data archiving to conform to their compliance requirements. It ensures that all relevant data is easily accessible should it ever be needed.
Faster, easier backups
Data archiving solves this problem by making backup processes simpler and faster. Data archiving ensures that inactive data isn’t backed up unnecessarily, streamlining the backup process and cutting out any wasted time.
Growth opportunities
Cloud data archiving solutions make it easy for companies to scale up as and when they need to. Data archiving allows organisations to grow at their own pace and equips them with the tools they need to support their growth over time.
Companies opting for pay-as-you-go models will be able to scale up their data archiving requirements, and they won’t waste money paying for data they don’t yet have.
Storage requirements
Companies using data archiving tend to experience a significant reduction in their storage space requirements, which quickly translates to cost savings for most organisations.
Moving information from servers to a dedicated location can also improve speed and performance, thereby boosting productivity for all team members.
Infrastructure savings
Virtual data archiving systems offer numerous benefits for companies looking to make the most of their data. They’re surprisingly budget-friendly too.
Virtual systems actually allow companies to make significant cost savings when it comes to their infrastructure, because locations can be managed in a more refined way. This means that savings are there to be made in everything from office intranets to other IT resources.
Best Data Archiving Tools to Use
Choosing the appropriate tools and mediums for the long-term preservation of crucial data is vital to meet your organization’s specific needs.
A range of storage options is available, including tapes, disks, flash storage, hard drives, and cloud-based archiving. Each option offers unique benefits and drawbacks, underscoring the importance of selecting the most fitting solution for your particular needs.
For numerous larger organizations, opting for virtual archives, such as cloud-based archival solutions or specialized archiving software, proves to be more beneficial. This preference is due to the limitations and expenses linked with traditional physical storage methods for long-term data preservation.
Specifically, cloud storage shines for its vast capacity and reduced costs, providing a scalable and effective means for companies to protect their data for the long haul.
Data Backup vs Archiving
Data backup and archiving are critical components of an organization’s data management strategy, yet they serve different purposes and address distinct needs.
Similarities
- Data Protection: Both backups and archives are forms of data protection, safeguarding information from loss or corruption.
- Storage Mediums: They can utilize similar storage mediums, such as cloud storage, tapes, and disks.
- Data Retrieval: Both enable the retrieval of data, although the frequency and immediacy of access may differ.
Differences
- Purpose: Backups are for recovery purposes, ensuring business continuity in the event of data loss. Archives serve as a historical record, keeping data accessible over the long term for reference or compliance.
- Data Frequency: Backup data is typically dynamic, with frequent updates and deletions. Archived data is static and not intended for regular access or modification.
- Storage Period: Backups are stored for shorter periods, while archives are maintained for much longer, often adhering to regulatory or organizational retention policies.
Understanding the distinction between data backup and archiving is essential for implementing an effective data management strategy.
By recognizing their unique roles and employing the best tools for each, organizations can ensure both the short-term recovery and long-term preservation of their valuable data.
Get advice on Data Archiving
If you’d like to find out more about data archiving, or you have any questions about how TRG can help you manage your data, don’t hesitate to contact our team.
Get in touch to learn more.
