Data archiving best practices can be as complicated or simple as you like to make them, but really they boil down to archiving your data, and using appropriate archiving software. While most people use their backups as their archives, this is not an ideal solution, because if you lose the backup you have automatically lost any archives as well; there are few things you could do worse. Archiving is a very personal thing, and you should choose the solution which is best for your company.
Document your Policies
The company you work for may or may not have any compliance archiving requirements, but if it does, the first step you should take it to make sure that everything is well documented. Document everything, from how the process works, to what goes in, to who has access to the information – this will help people in the future, and it will help you now, when you need to quickly refer to things, or when you need to clarify things with other people. Documentation will also mean that if and when you need to expand your archiving capabilities, you will be able to easily refer to what you already have, so you don’t duplicate it, and so you have a framework of what will work best with your existing archiving capabilities.
Choose your Software
You need to choose software which works for you, rather than for somebody else. There is a lot of help on the internet for this kind of decision, and you should pay close attention to the limits and capabilities of different pieces of software, to see which one is right for you. The ideal software is one which is compatible with your company’s existing software, and which works well for you and what your needs are.
Search on Different Parameters
Backups and storage usually only allow you to take out information in particular ways – this isn’t a flaw, it’s just how they are set up – but archiving is different. It allows you to make different requests for different information, as well as searching for different fields, to possibly bring up information which might otherwise be missed. Other forms of software can’t do this, which means that archives are extremely useful for anybody who is looking up information, as they can try a variety of tactics to find what they want rather than simply needing to sift through information.
Do Information Analysis
The way archiving works means that anybody who wants to study the information to gain information about the company can do so easily. The way archives are set means that information can searched in a number of different ways, and the software itself can be keyed to only allow access to certain things if privacy is an issue.
Use Archives for Future Paths
Archived data can be a very good indication for any company of where to go next. If they sell goods and services, then some of that information can be used to show the company what people like about them, and who their customers are, which can be used to show them where they should aim their attentions next.