Electronic Archiving Services and Data Lifecycle Management

People tend to overlap and get confused to distinguish between two important management services which are: data archiving and data backup. Data backup is the copy of the currently used data that can be restored and recovered in case of corruption or if anything get destroyed. While data archiving is the process that protects and saves the data that is no longer used –currently– but maybe needed or accessed from time to time.

The next few lines will tackle everything that will get you know more about data archiving and how important it is to your business.

1-Types of Data Archiving

There are two different types of archiving data: online storage and offline data storage. Online archiving is to archive data onto a disk system. It is a file-based type and can be accessed easily. The offline archiving is to archive data through writing and recording it on a tape. This type is a risky one but it is the most used one and is called the “other face of cheap archiving” while searching for a lower storage costs.

2-Benefits of Data Archiving

• Reduce the storage
• Reduce the volume of data that shall be backed up
• Security; keeping data save and secure
• Having a paperless office and saving space
• Confidentiality
• Accessibility
• Reduce costs
• Reliable access to the stored documents
• Increase the efficiency of the work

3-Things that shall be available in any Successful Data Archiving Software

• Physical archive management (on-site and off-site)
• Managing the incoming and outgoing papers/documents
• Individual access authority for security needs
• Secure disposal

4-Importance of Agreeing upon the Retention Periods for Archiving Data

It is important that all the employees shall know the exact timing of retention period to be aware of how long they shall keep certain information and when they can dispose it. This depends on certain factors which are: the type of the organization, its size, the type of the information, the available space in the archive storage, and the available space in the current filing system.

Conclusion

Any business all over the world seek to provide the customer with the required service, not only that but also to exceed the customer’s expectations. So, it is important to abide every new technology to increase the sufficiency of the work. Data Archiving is a vital software that helps in saving the important needed information.