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The Significance of Having Data Archive Solutions

by Paul Watson

Data archiving is as important as handling a business per se. It does not matter whether your business is big or small; what matters the most is if you have an excellent data management system. Archiving data ensures that compliance regulations are met. The purpose of data archiving, such as the  ArchiverFS product page is to preserve data long term so they can be easily retrieved when the time comes they are needed the most. In this article, we are going to discuss data archiving and its significance.

What is data archiving?

Data archiving pertains to the process of the record-keeping management process. It is a must in every company or organization that handles vital data or pieces of information. The archived data may or may not be used again but have to be stored until the retention schedule is met. Archived data can be stored in many ways through different devices and various formats. 

It is a must to ensure proper data archiving as such gives better control over the processing of information. As the business or organization grows, there will be a need to create more data, and such should be managed and monitored correctly so it would be easy to use them in the future. Data that is not archived the right way can be extremely difficult to locate. It would also be difficult to secure and disseminate.

There are many valid reasons why data archiving is essential, and some of these reasons will be discussed below:

Prevention of possible data loss 

Data of the company or organization should be managed the right way so they can be easily accessed whenever needed. If you want to download a copy for yourself of certain data, you can do so with ease because you can easily pull up the data or information. If the data is not archived correctly, there is a tendency that the data will be hard to locate, or worst, will be lost forever. Data that are adequately archived will be less likely deleted or misplaced. Data that do not go through proper archiving can still be retrieved, but it would take a lot of work, and most of the time, tedious and costly. With proper archiving, employees can retrieve data easily and independently without the need to rely on others. 

To meet legal requirements 

One of the reasons why proper archiving is a must is for legal compliance. It is not uncommon for many businesses to mistakenly dispose of documents they need to keep legally. With an effective archiving system, you will be able to make sure specific retention schedules are met regardless of the employee’s level of knowledge and ability. Data protection authorities ensure that all businesses and organizations should strictly adhere to the data protection act and that severe penalties are imposed to those who will ignore the policy. 

Increased safety and security 

Another reason for archiving data is for safety and security. It is not surprising to know that cyber-attack always happens, especially in organizations that handle sensitive information. Today, more and more institutions become a victim of data breaches. Through excellent data archives, institutions that handle sensitive information can easily keep track of vital information and increase security and protection from unauthorized parties. Institutions have the option to keep the records in hard file or paper records, but it has been proven that such mode of record-keeping can be easily compromised, especially if there are bitter employees or business partners. With a solid archiving system, you will be able to reduce the risk of data breaches and information loss. 

Easy data organizing and record-keeping 

When data are archived, they are easily organized and easily pulled up when you need to retrieve them. In an organization that heavily relies on data and information, employees must easily and securely access the files they need. Having a robust archiving system can make a massive difference in the entire organization—many organizations today use record management software to safely and securely store information and manage and access records. 

Use of records management software

The rise of data archiving solutions has paved the way for different types of records management software. However, some companies, especially the small ones, do not really feel the need for records management software until such a time that data-related issues take place. There are many benefits offered by records management software, such as ensuring that data and other pertinent documents are in a safe and secure place at all times. On top of it, you’ll receive real-time updates when someone in the organization accesses or amends the archived documents or when a particular document is retrieved. 

Another reason for using records management software for archiving data is that it allows you to access and produce hard copies when deemed necessary. In addition, many records management software would allow the organization to create its own record management policy detailing how and where you want the documents or files to be stored. The bottom line is that it enables you to create record management policies in line with your business, especially the records management needs of your business. If you have not tried having records management software before, or don’t feel the need to have one yet, now is the best time to do so. It can save your business from troubles brought by data mishandling and record-keeping issues. They are ready to be archived.

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