Every work place, as small as a work station, to a full-fledged office generates data. The management of this voluminous data can become a matter of concern if it starts interfering with the resource pool. There is an upper limit to each kind of resource allotted, whether it is an emailing tool, or a hard disk or any other storage device. To ensure that the resource pool never reaches the upper cap, the process of archiving should be performed essentially.
The data loses its relevance with the time. After a certain period, the only utility of data lies in auditing and assuring conformation to the processes and for referencing. This is why; archiving becomes an important part of the organization data management and is a must for carrying out all processes smoothly.
Important benefits of archiving data
Apart from saving resources from overuse and abuse, there are other important reasons for which archiving needs to be carried out regularly. The other important benefits of archiving data and documents are:
Data residing on the system is protected by numerous firewalls; still the threat from security offenders is prominent. There has to be some secured system for saving data in a digitally protected environment. Archiving helps achieving those security parameters and provides virtual lock and key of multiple layers to the data. Thus, the data is never lost due to common possibilities like security failure, power failure, computer crashes and etc. The important data is made to reside on remote and virtual machines that have multiple hierarchies in storage architecture.
It means the data is always in safe hands and it can be accessed easily when required and only by the authorities qualified. Thus, simple tool like internet access is one of the prerequisites for reaching to the archived files. Moreover, the path is pre-defined and made easily retrievable so that the file archiving solution keeps important documents just a click away, literally. Some software creates stubs on the primary storage solution with the path so that there is readymade route made available to the user to reach the archives. More information on retrieval and access processes is available on open forums too.
The utility of archiving software is realized better by a simple instance like bouncing of emails. This analogy explains how work can come to a standstill if the process of archiving is not carried out regularly. Also, when you are not able to locate an email from the horde, it helps you understand why creating of proper folders in an archive box is necessary. Similarly, you will not be able to download, or create and store important work anymore on your computer if it is not freed from the obsolete documents through archiving process. This can lead to serious situation at work as it can be lost in the want of storage space in the system.
Each and every communication is important when you want to locate the erring party. This important information can be retrieved from archives. Also, companies are legally obliged to store their obsolete data in a remote, safe and easily accessible location. The location can even be remote servers or virtual machines on the premises. Whatever the target archiving location is, companies follow the industrial code of conduct and conform to auditory requirements if they have maintained archives properly.
What happens if archives are not maintained?
Maintaining archives help create a responsible image of the business. The customers feel in safe hands when the businesses show deep care towards their data that they share for carrying out the transaction. Also, there are regulatory acts like GDPR (General Data Protection Regulation) which need to be followed to stay in the business. Absence of archiving solution means not following the regulation, which can cause heavy penalty to the business if the instance of data theft occurs.
Another harmful impact of not archiving the documents is drop in productivity of the business. In case of enquiries, the employees will be wasting time searching the documents which could be easy to locate if archived. Also, the recovery of lost files means loss of business hours. So, to employ the man and resources only for working on meaningful activities, businesses should have archiving solution in place. It can be given as one of the prime duties to the IT department of the company.
Data theft is another serious issue that can arise due to not taking the archiving seriously. The theft through cyber channels and others can be avoided if the proper mechanism for archiving information is at place. Data theft can lead to spammers which, in turn, forces end users to unsubscribe from the business or to consolidate the relationship altogether.
So, how to select the archiving software for the best results?
Now that we know why archiving is an essential activity, the next step is to have an archiving tool that fulfils the essentials of the process. Some of the expectations that the software must meet are:
MLtek is one such archiving tool that is designed keeping modern organizations’ needs and objectives in mind. Use this software if you want to have scalable, flexible and time-relevant solution for archiving documents.