Why Findability is the Key to a Successful File Archiving Solution

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If you can’t find your data then your file archiving solution isn’t working!

When new clients come to us, we usually find that their number one file archiving complaint is how hard it is to locate the data they’ve archived. Like many businesses, they’ll generally be using tape to store their data. This isn’t a very secure solution, as the tape is so vulnerable to damage by magnetic fields and other physical harm. But on a day-to-day basis, the main problem with tape is that it doesn’t let you locate and restore files and emails easily.

Quite often we’ll find our clients are storing their tapes with a third party, so their archived data isn’t even at the same location as their offices. Specialist equipment is needed to read the tape and the whole tape needs to be restored in order for a single byte of data to be retrieved.

It’s a slow solution and this impacts on the business in a big way. For a start, it’s a time cost but there’s an associated reputation risk if critical data can’t be tracked down speedily when required. We frequently find clients coming to us at their wits’ end as they waste huge amounts of time trying to track down files and emails they’ve backed up to tape.

Findability is key

That’s why ShareArchiver doesn’t rely on tape and we’ve made findability a big part of the file archiving solution that we offer. We offer several features to help you retrieve your data.

Archived data is replaced with a stub that contains all the critical data to help you retrieve the original file. Stubbing is popular among our users as it offers a seamless way to locate and retrieve files and emails.

Tagging lets you add a unique string to your data. This will help you retrieve it incredibly quickly (usually in under a second).
You can tag files individually or apply a single tag to a group of files. When you tag a group of files it acts as a filter for your search, helping you narrow down the results.
We purge duplicated data but retain all file server links to the duplicate files. This means the duplicated files can be seamlessly restored without the user being aware that they are accessing the original rather than the duplicated file.
It’s possible to preview documents online in a browser without needing to download the file to view it.
This saves time locating the right document.
Once the right file is identified, you can quickly restore it at the click of a button.

Reducing bottlenecks

The disadvantage of relying on tape is that only a small number of business users have access to the archived data. Rather than rely on the IT team to restore tapes, our file archiving solution allows users across the business seamless access to files and emails. Multiple users have access to the archive rather than only a small number of data specialists. This reduces bottlenecks as users can serve themselves rather than depend on IT personnel for assistance.

Although data security is of high importance, we tend to find that the ease with which documents can be retrieved is what makes the difference to our clients in their everyday working lives.