The Danger of Deploying a File Archive Without E – Discovery

Network File shares are being used by most of the enterprises today because of its feasibility in collaborating and sharing data with users locally. It’s ease of use and wide use and support. However, there are some weaknesses of using file shares e.g. there is no single instancing, e-discovery or other data management features. Most of the organizations would say they are using file archiving and email Archiving of some sort.Some would say they use their backup tape as an archive solution but, is that the correct technology to use?

Let’s look the importance of E-discovery and see how it can benefit with file archiving.

Archiving without E-discovery has little use:

One of the key factors in retaining data is the ability to discovery and produce it when needed. Data that can not be found or produced when is perhaps not worth keeping. In light of this why are organizations still using tape or technologies that lack e-discovery?

Litigation is seen as the main driver of e-discovery technologies; however, having File Archiving e-discovery for archived data can greatly enhance an organization’s productivity. Here are some reasons why having archive solution with e-discovery should be considered as a must have for organizations today.

DATA DISCOVERY:

Important records valuable to the organization must be stored and protected sometimes for many years to come; it’s not difficult for the data to be lost under mountains of other data. How can organizations be sure to locate data and that also in a timely fashion?

WHAT IS THE EVIDENTIAL WEIGHT OF DATA FOUND (LITIGATION):

If you do manage to find the data relevant, and let’s suppose the data is to be produced for litigation. Would it stand the strict regulatory requirements required by the courts? How are you certain and convey that certainty the data had not been tampered with to the court of law?

DISCOVERY OF DATA IN FOREIGN LANGUAGES:

It is not uncommon for multi-national corporations to conduct business across different Geo graphical locations. This may results in data in different languages. If you are required to locate data in another language will you be able to do so? An archive solution that supports FULL TEXT indexing of foreign languages can make this daunting task a breeze.

DATA SECURITY:

As part of compliance procedures and for general corporate security, it’s vital to know what is coming in and going out of the organization. A way to search the communications e.g. Email communications and files is a must have. An archive solution will give you the ability to search the communications even months or years later and do it with in seconds.

ONE CENTRAL ARCHIVE FOR YOUR DATA:

In the enterprises millions of records may be scattered across different solutions and systems. Using a central archive solution, organizations can locate specific records from millions of files in seconds. Searching manually and locating these records could prove impossible and could cost millions of dollars.

DATA E-DISCOVERY SOLUTION:

In order to streamline data storage and e-discovery in a compliant way, firms should use E-discovery tools and solutions. Various E-discovery solutions are available that are able to search, recover, seek, locate, and secure data with long term preservation and retention capabilities. An archive solution that does not offer e-discovery and will only retain data is not suitable for corporations that might sometime in future want to recover data by use of e-discovery. E-discovery suites, software and solutions are easily able to recover the data in seconds. They keep track of data and prevent data loss, accidental data deletion. Not only this, they are able to store data and files on for long term preservation and retrieval. Data can be easily searched in seconds with the specific required file standing out of millions of archived files.

In short E-discovery is the most important feature that will benefit the organization not only when litigation requires organizations to produce data but also on a day to day basis users are able to search retrieve data introducing a great level of efficiency.

Introduce User Self-Reliance With a File Archiving Solution

Opting for a data archiving solution can seem a daunting prospect for businesses that are not well- informed about its benefits. Convincing the end user base though, is tougher. This is because the users are more hesitant to change their traditional ways of computing. In their minds, data archiving represents some new-fangled challenges that need to be surmounted. That it is something that could come in the way of people going about their jobs as before.

The good news is that they need not worry. Modern data archiving software is intuitive and intelligent enough to make the users do their jobs more flexibly. Most importantly users can take advantage of a host of unique features that makes them more productive without worrying about data security anymore.

Generally, uses that need to access certain files have to send requisition to the IT department for retrieving those files. Accessing files by using old methods can result in several problems. Some of them are stated below:

Time consuming

This process can be time consuming. Sometimes users need information immediately and to access files through the IT department may take some time. In fact, going through all the backup files to locate the filethat is required may take up to several days. An opportunity might be lost due to slow retrieving process.

Expensive

File retrieval systems may be expensive, whereas data archiving software is not expensive.

Success not guaranteed

There could be multiple reasons for failure to retrieve relevant information. Some of these reasons include:

Tapes or files may be corrupted
Back up files could get lost or misplaced
Wrongly named or classified
No back up made for certain files
Multiple tapes with one name
Tapes are probe to magnetic fields which may result in failure

BENEFITS OF USING ARCHIVING SOFTWARE

Archiving software offers convenience and cost effectiveness to users. It has multiple benefits. Archiving solutions are the best hope for managing and organizing a company’s information and data. There’s no need to bother the IT department when it comes to file recovery and data access. Users with the right network permissions and access credentials can access the required files instantly. Some of the benefits of using file archiving solutions are listed below:

Cost effectiveness:

One of the major reasons for choosing a file archiving solution is the reduced cost of logging, storing and managing data and information. Users can save money by choosing our file archiving solution.

Instant access:

Users can access files and data instantly. There is no need to send requisition to IT department and wait for them to locate files and send them to the users. Instant access means fast retrieval of files and immediate action.

Increase Employee and Administrator Productivity:

How much time do your organization’s staff and IT administrators spend managing storage volumes on a weekly basis? Does it require multiple hours every day? Your IT admin may even spend almost a full work day managing old files. ShareArchiver’s fully archiving process eliminates the need for staff to manage digital corporate intelligence manually, giving everyone back valuable time that can be spent on current projects.

Ease of Use:

Share Arciver’s file archiving software is easy to use and understand. No special skills are required to understand this system.

5 Essential Features in a File Archiving Solution

File archiving solutions are the IT equivalent of life savers. Their importance cannot be denied or overlooked. No one knows for sure when your storage can fail or you hardware suffers an early death. But thanks to modern data archiving software solutions, getting back important data from the dead is no more the stuff of science fiction. Managing and backing up limitless seams of data is an important requirement for corporate firms of all sizes. It is no longer a question of whether but why businesses should and non-profit entities opt for file archiving solutions.

We give you the lowdown on 5 essential features that will end up convincing people why data archiving solutions are a necessity in today’s online world:

Robust yet Easy to use Data Analysis Tools:

Given any network there are likely to be files of many types and age, conservative estimates put this at 80% file older than 2 years, hence a lot of this data is static and old data. One of the main challenges is to have an in-depth look at various file types and age by volume matrix In order to help with effective archive policies and the storage impact. At first sight this seems a daunting task. If it wasn’t for the built-in data analysis tools (bundled with data archiving solutions), this process would have cost corporations invaluable time and money. By having insights about data volumes with time in the form of a helpful graph administrator can create effective archive and data management policies whilst keeping storage costs and operational costs at bay.

E-Discovery of Data Files on demand:

Files can be accessed instantly from the archive repository with robust data discovery tools that are included as part of data archiving tool set. Archived content is indexed regardless of language and is easily searched using FULL TEXT search capabilities by compliance officers, and LDAP users. LDAP user permissions are utilized for searching.

Secure and Seamless File Sharing Facility:

Conveniently share files without choking precious internet bandwidth. Instead of attaching and sending huge files via email, or using online services requiring files to be uploaded to the cloud, users can accomplish the same by sharing a file URL with trusted colleagues internally or externally. File Archiving solutions also track how many times the file has been accessed, giving IT managers more up to date information about file sharing activity. Keeping the files internally secure can help your firm avoid an ugly scenario of information leak.

Online File Viewing Capabilities

On the go and want to view the file but lacking the required software for viewing? Users don’t need to worry as data ShareArchiver comes with integrated online viewers for documents and media streaming service for common media files. This is convenient for those users who are on the go, using mobile devices and need to view important documents on the go. You will never be without access to the file.

User Can Serve their Access Needs Themselves

There’s no need to bother the IT department when it comes to file recovery and data access. Users with the right network permissions and access credentials can access the required files instantly. Data archiving solution gives your data administrators, compliance officers and users relevant controls over the data. This helps reduce management and operational costs, while easier access to data will boosts productivity amongst users.