With the growing technology advancements and mobility, data production has reached unbelievable levels. The organizations are struggling with their storage capacity due to this inconceivable amount of data. While the snowballing data may not be an issue, it is bogging down the organization’s network performance and putting to question the current storage options.

Loading and safeguarding data is an organizational cost that necessitates exploring diverse archiving strategies.

Differentiating Backup

Backup is a preventive measure from crisis situations like loss of data, system crash, data corruption or hardware failure. Taking data backup is encouraged to recover from disasters which otherwise may impact operational activities. Backup is a short term solution and may comprise of few weeks data which will be replaced with a fresher version of backup time to time.

What is Archiving?

Archiving is moving rarely accessed data from main storage space, or on to low-cost, high storage server. This permits businesses to keep data which is beyond a limited time frame or does not require access for current running projects. The employees can access these older files on a need basis without compromising their main storage space.

The Variance between Restore & Retrieve
Backup is a ‘restoration’ solution whereas archiving is a ‘retrieving’ way out. To archive or to backup require different approaches. For instance, if you want to restore a file it has to be from a certain project, or from a certain defined time. Whereas, when you retrieve data it is linked in certain manner such as project name, time frame, or all the emails on that project from recipients.

Backup is not an Archiving solution

The backup contains duplicates of data, so attempting to use the backup as an archive can pose a lot of glitches. This requires keeping records of a number of backups, details of when were the files backed up, most recent or older version of backup, and innumerable other data pieces. In explanation, backup keep copies of current data, so using backup copies for a long period of time may require a lot of manual data management as it goes beyond the competences of backup systems.

So, the tip to remember here is, don’t use a backup as your archive. You need to opt for an archive software that is suitable to your current organizational needs.

Do you need both Backup and Archive?

While we know both backup and archiving aid different purposes, we need to understand if we need both or can just survive with a backup. If you are a big business, your answer should be yes to both. You need to ensure that your current project data is protected from malicious software, and the records are maintained for any long-term business prerequisites or legalities.

Set a Data Retention Policy

Don’t fall prey to the approach of ‘Save Everything’, this is just a waste of space. Make sure that the business has a data retention policy which outlines what is important to be kept and for how long. For instance, records like personal information are to be retained for an extended period of time for legal reasons, consider that each data type would require different retaining approach.

Archiving data on Tape, Cloud Source, Or CD?

With the growing magnitude of data, you want to consider your choice of where you want to store data as each may offer some threat or benefit. The source you use would determine the ease and speed of accessing the data. More and more organizations are moving to the archiving strategy of cloud-based storage as this does not pose threats like CD or tapes would being physical in nature.

Key crucial stages for data security of any organization would be:

  1. Know what information needs to be protected
  2. Have multiple redundancies to guarantee that data is stored on premises as well as offsite for longer-term needs.
  3. Authorize designated leaders for data storage who know their responsibilities.
  4. Have trusted partners for data security and retrieval specialists who are familiar with your business needs.


Having the correct tools and facilities for data security is critical for any organization. Considering backup for archiving needs, or archiving data for backup, is like making an effort to fit a circle into a square. Make sure that your company is using the right tool that it requires for data management.