The Danger of Deploying a File Archive Without E – Discovery

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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 widespread use and support. However, there are some weaknesses of using file shares e.g. there are 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 Geographical locations. This may result 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 within 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.