Why Enterprise File Archiving is Imperative for Organizations

Why Enterprise File Archiving is Imperative for Organizations

Corporate data tends to grow at an alarming rate yet 80 percent of it usually sits idle, chocking the production environment. Data gurus claim that most of the time the bulk of the data is never referenced nevertheless it occupies production storage space and more than often creates bottlenecks in its wake. The need of the day is to archive the bulk of this seldom used data to a cheaper storage medium for long term retention. At the same time seamless search and convenient retrieval of this invaluable information is crucial to any business enterprise. A recent survey has revealed that 57% of large and medium sized concerns have a need to manage email and file server storage more effectively by offloading it to less expensive storage, 46% have a need to handle routine e-discovery requests and 34% have a need to extract older electronic content for regulatory audits.

So what should be a regular approach to data storage and information accessibility? File archiving is a definite answer.

Business and Legal concerns involved in e-discovery, storage optimization and records management always have an eager eye for efficient solutions providing:

Reduced file storage costs
Centralized file management
Reduced data volumes to help reduce backup times
Increased File Server performances
Transparent access to archived files
Intuitive search and e-discovery options

It is imperative for them to protect their business critical information and this alone can be achieved through a potent File archiving system. Electronic information is preferred to paper documents, because it usually carries the benefit of metadata such as date and time and provides the Litigators pertinent evidence in lawsuits. Executives burdened with paperwork frantically search for new avenues to convert their records into retrievable PDF documents. Storage volume management taxes employee efficiency to a greater degree costing businesses billions in lost revenue and wasted time. Rigorous and day to day backups are essential and can only be achieved in a timely manner if an efficient File archiving solution is deployed. These day to day needs urge enterprises to adopt a user friendly File archiving solution that puts them in control and a File archiving solution such as ShareArchiver’s FA solution is indeed the answer.

You must have come across the term Enterprise File Archiving. The term encompasses the following strategic areas:

1. Storage Management:

Companies are constantly struggling with the amount of data and constantly shuffle data to create space on a temporary basis; File stubbing technology greatly reduces storage by leaving a tiny stub for users to view hence reducing file server’s file data volume. The stub provides seamless access to users regardless of the desktop client in use i.e. Apple Mac or Windows. By employing de-duplication techniques ShareArchiver’s FA has managed to reduce file server’s file data volumes up to 90%.

2. Centralized Repository:

A state of the art File Archiver such as ShareArchiver’s FA provides a central repository for all archived material where it sits indexed and easily and very quickly searchable.

3. Data Security:

Passing on privileges to users is an important aspect of File archiving. It is important to determine what a user can access and what information is off limits. Only a privileged user can search and access the archives. This entails transparency of operations and enforces employee accountability.

4. Stable Production Environments:

Production environments must run with zero downtime. Crash programming is often high on the agenda, for companies which value a stable production system. File archiving solutions such as ShareArchiver can be a real blessing in case a production system experiences a crash. In normal circumstances data recovery can take hours especially when data size is tremendous and the date is to be restored from a backup, but using ShareArchiver this can be achieved in a matter of minutes.

5. Enhanced Productivity:

Few hours are generally wasted each day by employees, managing their historical files, or searching for important documents which may have been misplaced in the wrong place, With automatic archiving employee productivity can be enhanced manifold by giving them back time they can spend on current projects rather than searching and managing information. How do you expect an employee to search efficiently for a Purchase Order that may have been saved in a wrong folder mistakenly, a ledger restored from a backup or a misplaced digital memo. Searching can be a costly affair for companies, meaning lost productivity. Having ShareArchiver means you never spend more than a mere few minutes to restore or find that lost memo saving the organization huge amounts of time and money.

6. Policy Based Archiving:

Knowing how your file storage is being used and wasted lets you plan for more efficient ways to archive the data. Policy based archiving means having easy to use tools for reporting, analysis, and easy to set up policy rules. Files that are older than a specified time period, unneeded, or unused, based on file metadata such as Created, last modified, last accessed date, size criterion are automatically moved to a file archive where they are compressed, encrypted and stored for automatic retrieval.

7. E – Discovery:

Electronic data is sought, located, secured, and searched with the intent of using it as evidence in a civil or criminal litigation. File and email Metadata such as File Creation Date, Last Modified Date, File Type and Extension, Size, sender recipients, bcc, message headers etc are information needed for the purposes of evidence. Archiving can optimise E- Discovery preparation by making digital information easily accessible.

8. Document Tagging:

Allows users to enter key information to a document known as tagging. These tags subsequently can be indexed making document search comprehensive and easy.

9. Compliance:

Regulatory bodies often require organizations to preserve electronic business records in a secure, immutable but easily accessible manner. In order to comply with these regulations file archiving is mandatory.

10. Reduced Long Backup Times:

Backing up hundreds of gigabytes or terabytes is a big nightmare. Once ShareArchiver has reduced file server’s file data volume by its state of the art file stubbing technology data backup times are greatly reduced as a result. No longer do you need to wait for hours for a backup job to complete.

File & SharePoint Archiving; Costs and Productivity

File Archiving: Save Costs and Boost Productivity

Without an effective file and SharePoint archiving system in place, backup times and costs for data recovery and e-discovery become very expensive. Traditional means of backup for data require endless tape or cartridge backups and specialist personnel which costs valuable employee time that could be used elsewhere; not to mention retrieval time if files need to be restored.

Manually managing storage without an appropriate Archive system in place can be disastrous, with the implementation of TCO (Total Cost of Ownership) practices to improve sustainable IT, servers and the data cartridges required for backups have increased costs due to the improved manufacturing processes and fees. Costs continue to rise for the materials to maintain an internal server system yet functionality remains poor and slow. relying on a backup system alone for data recovery is unlikely to provide a good return on investment and is likely to cost the business far more than it would cost to implement an effective archive solution.

ShareArchiver Solutions

ShareArchiver has been developed with the need for optimised storage management in mind. Your business relies on large data volumes being stored efficiently, with security being tantamount. Companies rely on multimedia data, and collaborative systems for their success which creates huge volumes of material to be stored, often consuming excessive premium storage space, endless cartridges for backups, and incredible amounts of time spent when requiring even a single file to be retrieved. Keeping TCO practices in mind, ShareArchiver is the solution for all of your storage management needs.

Removing duplicate data and implementing state of the art stubbing technology and supporting versioning are key facets of ShareArchiver which significantly reduce costs for your firm. In place of large files which take significant time to search and retrieve not to mention the hidden costs of storing the data on primary storage, stubbing technology allows for a small file to be saved in place of the original larger file which links to the main file and can be accessed in a fraction of the time a typical retrieval system takes.

SharePoint Optimisation

Although ShareArchiver seamlessly integrates with multiple platforms, one major benefit is the storage and performance optimisation of SharePoint. As you are aware, when you use SharePoint for collaboration and virtual office accessibility the files and volume of data can be immense, and accessing required items can consume valuable employee time that could be used in production rather than waiting on files. ShareArchiver drastically decreases the time spent searching and retrieving files, and can easily be incorporated in a in house or private cloud-based system, easing the deployment an significantly boosting production.

With the goal of an information sharing system being incorporated into a single site, SharePoint can quickly become very expensive due to the massive storage requirements for the data required by your employees, The document retention policies, and the share number of files stored have a direct impact on site performance also. One has the challenge of managing the SharePoint databases sizes for backups and performance whilst also making sure the user experience is optimised. As projects and document versions become old you need an automated solution to archive and reclaim the database storage whilst making sure the data is available to the users. This can only be achieved by an archive solution such as ShareArchiver. ShareArchiver’s unique features drastically cut down on storage space requirements and optimises site performance which directly maximises user and organisational productivity.

Scalability and Flexibility

Without sacrificing security or working against sustainable IT practices (TCO), ShareArchiver offers you a powerful solution for storage management which is completely scalable, and the infrastructure flexibility ensures maximum performance without a large capital investment. A ShareArchiver solution deployed for your business will significantly reduce the cost of your archiving needs while maximising employee productivity which is a win-win scenario.

Data Management – Overview

Data Management – Overview

Managing unstructured data and its associated costs are becoming a much more daunting prospect as more and more data is being stored digitally. Since data is undergoing explosive exponential growth, finding a storage management solution for your data that offers strong security while offering low costs is important. Data is becoming ever more vital in being on top of your game in nearly every industry. However, having piles of data is useless without an intelligent way to fluidly sort and recall the data your company owns. Developing a solid plan to manage this data, sort and store it, and keep it safe can save you money, time, and improve your business.

Analyze the TCO of Your Storage Management

One of the most important best practices that can be observed by any data management plan is regular assessment of the TCO of your storage management solution. If you are still in the planning stage, do your research. Understand how the total cost of ownership is impacted by hardware, software, staff time, and performance issues. It is also important to be aware that this is an ever-evolving industry, and many of the companies and software involved in developing storage management solutions are in hot competition with one another. It is worth keeping an eye on the trends and improvements made by competitors. Understanding what best practices look like in data backup service can ensure you assess the TCO accurately.

Best Practices Help You Get the Best Return on Investment

The storage management solution you select should offer you a low cost yet comprehensive way to sort unstructured data in an automated fashion into an archival database that offers solid security. The system should manage the data as close to its original source as possible, mimic the underlying structure of the business processes, and automate sorting raw data efficiently and intelligently into the archive. Further, the system should be scalable to meet your growing data needs. The fact is that storage management is more than simply housing data, it is the ability to quickly and easily access that data you collect when and how you need it.

Security for Backed up Data

Knowledge is power, and trust is paramount to successful business relationships. Securing the data you collect has always been vital, but becomes even more so in today’s climate of awareness. Not only are there more risks of data security breaches, the public is more alert to these challenges and their potential ramifications. Fortunately, data management systems take this into heavy consideration. As with other areas in which competition fosters growth, they compete to provide the best in security for your data. Look for regular updates and patches for software and a focus on providing top-notch security in your data management company.


Data management need not be a challenge. With the right tools and support, it becomes a powerful asset for your company. Without that support, however, it can become a drain on your resources and time, costing your company more than it should. Get a handle on these costs and make your data work for you by utilizing a strong data backup system.

Best practices in data management: report