Best Practices for Implementing and Maintaining an Archiving Application

Best Practices for Implementing and Maintaining an Archiving Application

With the advent of modern digital applications, data is growing exponentially. From online finance, and healthcare to social media firms massive volumes of data are received daily. Whether it is in structured or unstructured form storing it safely is always a challenge. 

Primary storage areas seem lacking in this regard and cloud-based archiving tools are needed to adhere to regulatory data compliance. Since their advent in around the 1970s dedicated software solutions for data archiving have been around. They have been regularly improved to retain the maximum amount of data in an organized way. 

Archiving applications for long-term storage and retrieval of historic and valuable data by maintaining data retention policies. They not only optimize storage resources but also help lower storage costs by many folds with their advanced tier archives for priority-based data storage. 

However, for some people, it may be hard to manage the archiving application in the best way possible. It involves proper planning, execution, maintenance, and security enhancement for optimum performance. In this article, we have outlined the best practices you can follow to easily direct data archiving software efficiently. 

Strategizing and Implementation

Analyze Archiving Goals 

The first and foremost step is to understand the data type received or available and its volume. Identify the data retention requirements of your firm and set your archiving objectives accordingly. 

Make plans for unstructured data management by employing data analytics and data visualization.  Strategize how your business needs to retain data based on usage and that it complies with the regulatory requirements for future reference. 

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Select the Appropriate Software 

The next step is to analyze the many archiving solutions available based on their offerings and features. Choose the one with all-inclusive characteristics that align with your firm’s goals. Look for high-end integration capabilities of the software and whether it supports cloud-based, on-premises, or a hybrid approach. 

In this respect, ShareArchiver excels containing multiple storage endpoints and long-term data retention. The archiving tool ensures cost-effectiveness with Full text-E-discovery Tools and seamless security measures. This software handles data archiving in the most premium way while maintaining legal requirements. It is a great investment for prolonged data preservation.

Classify and Organize Data 

While execution, understand how to classify data sets based on usage, importance, sensitivity, and data retention regulations. Data integrity should be maintained while organizing it. Through automation tools, web technicians can arrange data in the tiers of archives within the storage software for better access. The data files that are accessed frequently will be stored in the first tier and the excess and inactive files will be archived in further lower-cost tiers for better administration. 

Ensure Data Duplication and Decompression

To optimize the storage space within the system, data deduplication, and decompression features should be integrated. It allows the files to not be duplicated while archiving and compress the size of the file drastically to save space. This minimizes redundancy within the software. 

Maintenance and Optimization 

Manage Data Growth 

Implement a tiered storage system and establish data lifecycle management to control the growing data effectively. Clear data retention should be established to avoid any hassle on how long data should be archived that complies with the rules. 

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It’s important to identify cold and inactive data so it can arranged accordingly and make room for new data. Monitor all the data growth trends and performance metrics through in-built data analysis tools to better forecast further corporation needs.

Maintain Regular Backups

Maintain Regular Backups 

Map out the data flow and backup data regularly to mitigate the risk of data loss in case of any malware or cyber threats. Keep the data in check and keep an update on how frequently the data is being updated and backed up to save valuable insights and consumer information. This can be used to further expand the business and maintain a strong reputation of the firm. 

Review Policies

Business needs can change over time so it’s best to review the data retention policies and how they comply with regulatory standards. Update the policies as often as possible so data can be accessed for any future legal requirements in the most structured way. Review the policies such as GDRP policy and adapt to the most relevant archiving practices. 

Integrate Disaster Recovery Strategy 

System failures and malware detection are common when handling larger volumes of data. One best practice for managing an archiving application is to utilize its disaster recovery optimization tool. In this regard, data migration is also essential as it ensures safe files to and from the cloud with minimum interruption. Allow multiple backup locations so these can be accessed in case one of them is under crisis or attack. 


As the amount of data gets bigger, you should plan for scalability. Make sure that the archiving program is capable of accommodating growing data quantities without the performance being compromised.

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Security Enhancement  

Ensure Data Security 

Employ required end-to-end encryption techniques and threat-monitoring tools to protect the sensitive data stored in the archive. Allow a multi-factor authentication mechanism so only required personnel can access the data for safe management. Cloud data security tools can allow real-time theta and data monitoring to receive instant alerts on any malicious activity within the system. You can also customize security protocols for enhanced data protection. 

Legal Compliance

Legal Compliance

Adhere to all rules and regulations that are relevant, including those that regulate the retention of data, and privacy.  You must follow privacy laws that allow people to see, edit, or erase their personal information, such as the GDPR and CCPA.

Conclusion Note

With the saturation of digital businesses to let your firm be identified and recognized, you need to integrate the best archiving solutions to improve data management. Either it is for unstructured or structured data can be maintained in an automated way through an archiving application. To maintain this application so that it serves the business goals in the optimal way you need to understand regulatory compliance and ensure security protocols. 

Tier systems should be used to ensure operational continuity that reduces data breaches or loss. We hope this article helped you understand the best ways you can manage an archiving application for affordable data storage.