Archive inactive business documents, reduce pressure on primary storage and keep important information searchable and accessible with ShareArchiver.
ShareArchiver helps organizations manage growing volumes of documents and unstructured data with policy-driven document archiving, powerful search, flexible storage options and long-term retention controls.
Understand document age, usage and retention needs
Move inactive documents to long-term storage
Apply retention, access and records policies
Search and access historical documents quickly
Automate the movement of older or inactive documents based on rules such as file age, location and other business requirements instead of relying on manual document management.
Keep archived documents searchable after they leave primary storage. Full-text and metadata search help users quickly locate historical files and digital records when needed.
Protect sensitive information with encryption, authentication and role-based access controls so only authorized personnel can access protected business documents.
Choose the archive destination that fits your infrastructure. ShareArchiver supports cloud, on-premises and hybrid archiving strategies for flexible long-term storage.
Effective document archiving is about more than moving old files into cheaper storage. The right archiving solution should reduce storage pressure, preserve access to valuable information and help manage documents throughout their lifecycle.
Move inactive documents away from expensive production storage while keeping them available when required.
Apply consistent retention policies to business documents and preserve records according to legal, regulatory and operational requirements.
Centralized search provides easier access to archived documents without manually browsing old file servers, folders or storage systems.
Use encryption, authentication, secure access and permissions to protect sensitive data and critical information.
Manage large volumes of documents without continually expanding expensive primary storage.
ShareArchiver can use file stubs so archived files remain visible in their original locations while the underlying content is stored in the archive and retrieved when required.
A successful document archiving process should begin with an audit of the existing environment. Organizations should identify what information is stored, where it resides, how often it is accessed and which retention requirements apply.
Paper documents that must be retained can be scanned, converted into digital formats and indexed alongside existing digital documents. Once the archive is established, policies and retention schedules should be reviewed regularly as business or compliance requirements change.
With ShareArchiver, much of the ongoing archiving process can then be automated.
Analyze file environments to identify inactive documents that no longer need to remain on high-performance storage.
Define rules that determine which files should be archived and when they should move.
Move qualifying files to cloud, on-premises or hybrid archive storage while keeping them indexed for search.
Archived documents remain accessible for business use, records management, regulatory requests, investigations and eDiscovery.
Organizations may need to retain PDFs, Microsoft Office documents, spreadsheets, contracts, legal documents, financial records, employee records, tax records, images, scanned documents and other business files.
Digital document archiving provides a controlled environment for storing documents securely while keeping them searchable and accessible. Physical archiving, by contrast, stores paper documents in filing rooms or off-site locations. Digitizing paper documents can reduce physical storage requirements and make retrieval easier.
A document management system is usually focused on active documents, collaboration and day-to-day workflows. Digital archiving focuses more on long-term retention, search and controlled access to historical information. Many organizations use both.
Archived documents may contain sensitive personal data, commercial information and critical records that need to remain available for years.
Important controls can include encryption, user authentication, role-based access controls, retention policies, audit trails, records management and secure access for authorized personnel.
Archived documents may also serve as important evidence during legal disputes, regulatory investigations or internal audits. A document retention schedule helps define how long different records must be retained and what should happen when the retention period ends.
Financial records, employee records, tax records and legal documents may have different retention periods based on legal and regulatory requirements, contractual obligations and internal policies. Document archiving software can help enforce these schedules consistently and support secure disposal when information no longer needs to be retained.
For investigations or legal requirements, ShareArchiver’s eDiscovery tools can help locate and export relevant archived information.
File servers, shared drives and SharePoint environments can accumulate years of inactive data. As these environments grow, historical documents can consume primary storage, increase backup volumes and become harder to manage.
ShareArchiver helps organizations move inactive files away from primary storage, preserve searchable access to historical data and apply consistent retention policies across growing file environments.
For broader requirements, explore ShareArchiver’s data archiving software .
Move inactive and historical files away from production storage without losing access to them.
Reduce the amount of inactive information repeatedly included in routine backup operations.
Preserve searchable access and apply consistent retention policies as file environments continue to grow.
Different organizations have different requirements for where archived documents should reside.
Use cloud storage for scalable long-term storage and reduced dependence on primary infrastructure.
Keep archived information within your own environment when security, control or data-location requirements make local infrastructure preferable.
Combine on-premises and cloud storage to balance accessibility, control and storage costs.
Need a hybrid configuration? Archive suitable data to lower-cost cloud storage while keeping sensitive or frequently accessed records on-premises. ShareArchiver manages both environments from a central console.
Learn more about ShareArchiver’s archive storage solutions and Cloud Archive solution.
Document archiving solutions range from straightforward digital repositories to enterprise platforms designed for large volumes of data, complex retention policies and regulatory requirements.
The right solution depends on document volume, supported data sources, security requirements, retention periods, search capabilities and deployment preferences.
Larger organizations may also require eDiscovery, audit trails, role-based access controls and integration with existing storage infrastructure.
Consider document volumes, supported data sources and how long different information must be retained.
Evaluate access controls, auditability, search capabilities and requirements such as eDiscovery.
Choose a platform that fits your preferred deployment model and existing storage infrastructure.
Document archiving, backup and disaster recovery serve different purposes.
Focuses on long-term storage, lifecycle management and continued access to historical records.
Creates recoverable copies of active data so information can be restored after data loss, corruption, accidental deletion or system failure.
Focuses on restoring systems and operations after a major outage or infrastructure failure.
A mature strategy may use all three:
Active business data
Recoverable copies
Historical information
Separating inactive records from production data can reduce unnecessary backup volumes while keeping historical information accessible.
See how organizations use ShareArchiver to reduce storage pressure, improve access to historical files and simplify document archiving.
Document archiving software moves documents that must be retained but are no longer actively used into a dedicated archive.
It can provide policy-driven retention, indexing, search, access controls and retrieval.
ShareArchiver can support common business document types including PDFs, Microsoft Office files, spreadsheets, images and other files stored within supported environments.
Scanned documents and other digital records can also form part of an archive.
Yes. Archived documents can remain searchable after they leave primary storage, allowing users to locate information through metadata and document content.
ShareArchiver supports encryption, authentication and controlled user access to help protect sensitive information and restrict access to authorized personnel.
No. ShareArchiver supports cloud and on-premises deployment options, and hybrid strategies can combine local and cloud-based storage.
No. A document management system generally focuses on active documents and workflows.
Document archiving focuses on long-term retention, lifecycle management and historical records.
No. Backup is primarily intended for recovery after data loss or disruption.
Document archiving focuses on long-term retention, search and information lifecycle management.
There is no universal retention period.
Retention should reflect applicable legal and regulatory requirements, contractual obligations, records-management policies and legitimate business needs.
Archive Documents Without Losing Access to Them
Move inactive documents away from expensive primary storage while keeping important information secure, searchable and available when needed.
