Best way in File Archiving to Save Your Documents

ABCAdda | Updated Jun 09, 2022

File archiving and storage is an underrated part of running a business. This guide will help you understand what’s included and how to set up records for your business.

We store a lot of data on this planet. One company predicts that the “global data field” will reach 175 petabytes by 2025.

Doesn’t that sound like a lot? Think about it: one petabyte equals 1,000,000,000,000,000,000 bytes. Still not counted? According to Cisco, if every gigabyte in a petabyte were one meter, it would travel the distance from the Amazon, the world’s longest river — more than 150,000 times.

File archiving has become a must for modern businesses. It is an important part of document control, enabling organizations to oversee and manage critical documents’ creation, distribution, and availability.

How do you implement File archiving in your company? This guide explains the basics and how to make sure you have the right procedures.

What is File archiving?

File archiving is combining multiple files for easier data management (e.g. backups, email attachments, FTP, torrent, cloud, or other network services, etc.) because the host file system treats all data as one File, not multiple, so there is no cost of processing multiple objects required – for each File, searching physical data on disk, looking for possible fragments, checking security permissions at the file level, etc.

File archiving allows users to:

  • Keep important files easily accessible.
  • Use an IMAP account to access archived files from multiple locations.
  • Archive files to other users’ mailboxes
  • Organize files in the desired folder structure in GFI Archive

Overview: What is an archive file?

An archive file is a collection of data to be stored files for later access. An archived file is a computer file that usually contains many other computer files, including metadata. Many computer files are compressed into one, making it easier to store file information using less space.

File backup is key to good records management for any business as it prevents the loss of important data that may need to be restored later.

File Archiving To Save Your Documents

File archiving Software

File archive software is a digital storage management tool that allows you to create and manage digital documents. Businesses need file type backup software that offers security, ease of use, and reliability.

It is designed to ensure your company’s digital documents are available almost anywhere. File archiving Software is a ubiquitous web-based solution; it is universally available from any web-enabled device; Your data is fully available everywhere.

File backup companies need a solution that frees them from worrying about which users have the latest version of which documents, manually storing local archives files, enforcing user permissions, security policy issues, team management, remote access, etc. With Folder, you can bypass all these worries by choosing a highly secure cloud based on the Amazon Web Services infrastructure.

File archive Software Better than local archive

You might be tempted to invest in several local storage options, such as B. Removable media (DVD/CD), portable hard drives, USB sticks, etc. This approach is not ideal for companies dealing with large data, especially when digital documents are active and need to be updated regularly.

If (and if not) your media fails, you will almost certainly lose your data entirely. It also compromises your security, as physical media can be damaged, lost, or stolen.

File archive Software was built with an appreciation for data integrity. With large amounts of data, managing multiple backups becomes very expensive. However, File archiving Software cloud-based storage ensures that your content is spread across multiple file server archiving and is backed up by up to three in case of an emergency.

If your business needs to work locally, File archiving Software lets you free File archiving Software and download a copy of all or part of your archived files archive to get it working. File archiving software also offers a local solution available as a Docker container. You are sure to get the full File archive Software Experience.

How to manage archived files

How to manage archived files: Get a document management system, Create an archiving process, Process standardization, Make sure the system is accessible to everyone

The document archiving process is simple, but the manager must ensure that the process is carried out properly to avoid damaging or losing important data and information.

Get a document management system: Computer file server archiving begins with a document management system. So if you don’t have it yet, you should get it. Electronic security system software is available from a variety of vendors. The top solutions rated by The Ascent archiving include DocSend, M-Files, and Box.

You don’t have to do most of your backup tasks manually with a good software solution, saving your business time. This system also protects your files archive from falling into the wrong hands, both internal and external threats from hackers.

Create an archiving process: To create an archive filing system, you need to create processes for your organization. Create a manual detailing what documents need to be archived and how to obtain them, based on the type of Software you are using. You may have separate file systems for filing contracts, product data, customer information, and other data types. Get feedback from your team before implementing this new process to ensure you cover all your databases.

Process standardization: You need to standardize processes in your document management system throughout the content lifecycle to ensure everyone has access archived to archived files. For example, if the archive file extension differs depending on the department, you will face unnecessary obstacles. Make sure there are no significant differences in the filing process between departments.

Make sure the system is accessible to everyone: The possibility of file server archiving information should not be limited to a few stakeholders. Anyone who creates and distributes information should be able to back up files and data to ensure nothing is lost.

Configuring your backup system should be easy and intuitive for your team. It should be set up so that anyone can archive files properly and extract files easily. Your Software should take care of many of these things, but you may need to take specific steps depending on your organization’s needs.

Audit activities: Each document management software platform should automatically track activity, determining which users uploaded which files archived and when or which users accessed archived files and made changes. Follow this activity to see if your team uses the system correctly and if files are being accessed and uploaded to the right people.

Check and repair: Periodically—perhaps every three months—review the filing process in your electronic archive filing system and determine how the service serves your organization.

Does backing up files take a long time? Can people easily access archived files? Can an unauthorized user access files archives that need to be restricted to a specific person?

Determine if changes need to be made to your process, then make them. Check the process regularly.

Tips for using archive files

When you create an archive, you create a vast repository of information that can be difficult to manage. These business document management tips will help you avoid the pitfalls.

  • Designate ownership: If no one is responsible, no one is responsible if files are not archived properly, or an unauthorized user accesses the document. You must determine ownership of certain files archives and delegate responsibility to that person, specifying what to do with those files.

When people understand the expectations and provide clear guidance, you’ll find that your team adapts more easily to new processes.

  • Access control: It’s usually not a good idea to give everyone in your organization access to your archived files. For example, you may not want lower-level employees to access sensitive company financial information. Set necessary restrictions on access to archived data to ensure it is protected.

Keep data in a safe place and improve security measures consistently. Your software platform must allow you to set permissions on certain files.

  • Create a time frame: Do I have to keep the large File forever, or does it have to be valid? Use the information it contains to decide how long the File will be kept, and note this in your process. Give someone the responsibility of monitoring this data and deleting files if necessary if your Software doesn’t do this automatically.

For example, you can store raw data indefinitely but only analyze it for a few years before it becomes obsolete and no longer useful.

What are archive files used for?

The backup program or software tool installed by an online backup service on your computer can use various methods to determine whether a file type needs to be backed up, such as: Checking the date it was created or modified.

Another option is to look at the archive file attributes to see which files have changed since the last backup. This will determine which files need to be backed up again to save the new copy and which files have not changed and should not be backed up.

After the backup program or service performs a full backup of each large File in the Folder, it saves time and bandwidth for incremental or differential backups, so you never back up data files that were backed up.

Because the archive a file attribute is applied when you modify a file, backup software can easily back up all files with the included attribute – in other words, only the files you need to back up that you change or update.

Once backed up, the Software that performed the backup will remove those attributes. Once deleted, if the File is modified, it will be reactivated, causing the backup Software to back it up again. This repeatedly continues to make sure your modified files are always backed up.

What are the requirements for long term file backup?

It cannot be stressed enough: File archiving solutions aim to keep a recent copy of the data files over time. Whether 5, 10 or over 30 years, the goal goes far beyond simple filing! Archiving with multiple copies can avoid a dramatic catastrophe like the one on Myspace. The former blogger announced in 2015 that he had lost millions of audio files, photos and videos uploaded by his users.

File archiving solutions serves several purposes:

  • Protection of company information assets, including but not limited to cyber-attacks;
  • Monitor production by offering a simple filing process Documents must remain accessible to users; That is, easy to find, open, and use. This condition implies the accompaniment of the evolution of documents over time and efforts to combat technology aging.
  • Compliance with company records with data file protection regulations.
  • Emerging technology management solutions are helping organizations of all sizes meet these new demands—provided they do so at the right time before an IT disaster strikes.

4 best practices for continuous File archiving solutions

4 best practices for continuous File archiving solutions: 1. Choose files to back up, 2. Design an efficient file backup process, 3. Air Gap, Level Archiving: Make critical decisions against cyber threats, 4. Support for archiving over time

1. Choose files to back up:

The exponential increase in the number and volume of documents produced by organizations requires sorting.

This is not determined by technology, which has a large capacity for archiving. But it’s about complying with data retention regulations and accessing documents effectively in the long run. Employees in the 2050s cannot be expected to handle 30-year-old flies alone.

Therefore, effective archiving begins with identifying important documents (know-how, intellectual property, authoritative documents, etc.). What documents are needed for the operations or even the organization’s strategy?

They then need to be categorized by function, priority and managed life cycle. After all, when archived, they should populate with well-chosen metadata so they can be found more easily at a later time.

2. Design an efficient file backup process

Some organizations implement data retention plans to comply with legal obligations. They forget the plan’s main purpose: ensuring data is effectively available to employees.

Above all, an efficient file backup process is easy for users. Take Labo Paris, a post-production company for the film and audiovisual industry that manages huge amounts of data. Labo Paris chose the Atempo-Digital Archive (ADA) archiving solution because of its technical capabilities and simplified user interface. It makes it possible to back up data with a simple drag and drop!

3. Air Gap, Level Archiving: Make critical decisions against cyber threats

The rapid development of cyber threats threatens production data and archive and archive storage software. This requires the comprehensive search for scalable management solutions or the use of specific technologies that, despite the transformation, are barriers that remain effective.

In-backup archiving content solutions keep copies of archive files in offline storage turned off, making them inaccessible to cyberattacks. Therefore, the effectiveness of air gaps depends on their integration into global filing solutions that account for and provide all access points.

Under these conditions, the air gap allows data protection even in an attack or disaster on the construction site, making this proven technology a worthy referendum among cybersecurity experts.

Other archiving solutions use stacking of data within archives files and a practice better known as archiving over time. The challenge is to adapt file storage procedures to the importance of the files and the frequency or rarity of their use after archiving.

Therefore, it is better to transfer them to a cheaper but equally secure storage medium.

In this way, archive file segmentation can significantly reduce storage costs while taking the real needs of users into account.

4. Support for archiving over time

Archiving solutions must meet the challenges of rapidly changing technology and its long-term retention goals. Therefore, they must provide a lifecycle maintenance plan for the archived files. This archiving includes many tasks, such as indexing metadata information to provide enhanced long-term comprehensive search capabilities, technology applications, and regulatory monitoring.

File archiving relies on sound practices and technologies such as air gaps or archiving content rates. Archiving can meet the challenges of storing files for decades despite rapid growth and evolving underlying issues while remaining economically viable for businesses when unstructured data explodes.

Conclusion:

Start by taking an inventory of your electronic files and deleting anything you no longer need. Talk to your attorney and accountant about record keeping requirements. Then when you are ready to set up the file backup process, please get in touch. We are here to help.