Archiving in records management is a common process for enterprises to move files into a safe repository that is no longer needed actively.
Data archiving refers to creating a subset or a copy of the data that essentially is aimed to last for a long time. For data archiving, original data is usually retained on the source system after the archived copy is made.
Data that doesn’t require to be stored in a central active location within an enterprise needs to be archived. The archived files are still important for an organization and might also be needed for future references.
Belonging to the hierarchy of lifecycle of information, archiving is one of the most important stages to keep the old information of consumers, customers, or clients safe and readily available. It even increases the number of irrelevant search results returned along with providing different features of modifying the data.
There are a lot of reasons as to why you should archive your content rather than just getting rid of it.
Regulations require the content to be stored for a particular duration of time. Preserving the information as a part of history is a great objective and archiving makes sure of it.
Information, at times, isn’t required anymore, and archiving this information takes care of it as well.
Understanding records management
For the sake of efficient and systematic control over the creation and credible disposition of records, records management is used as it retains the proper information of business activities and transactions as records.
Our enterprises depend on the information that helps us work efficiently and build knowledge resources around our organizations. Records management is a very efficient and systematic control of the maintenance of records.
So, records management helps identify and protect evidence that is presented as records.
Records management maintains all kinds of data records within an organization right from the time they are created up to the time they are purged from the data repository.
This includes classifying, securing, or storing and up to the time till the records are deleted. The record management figures what you have, where you have it, and how long you keep it.
Archiving in records management
Records could be classified as the information that is created and maintained as evidence and the information by an organization to align with the legal obligations in the transaction of business.
This information could include enterprise reports, personal and corporate email communication, along with other information such as sitemaps, enterprise data, and other reports that need to be stored as evidence for an enterprise.
Archiving could be implemented to the store records that aren’t required in the archives then physically remove the same from the database.
You can even archive the logical documents along with all the metadata with the help of the Archive Development Kit.
The whole consistency between the document content and metadata is assured without even keeping both the content and metadata in the same systems.