Optimizing Data Management -Exploring File Server Archiving Solutions

When it comes to optimizing your organizational data management, certainly you need to explore a wide variety of storage and archiving solutions. Without such solutions, you won’t be able to store, access or analyze data in the best manner.

 Since tons of options are out there, there is a need to understand which solution is the best for your organization. Today, I am going to shed light on all the factors you need to consider while selecting the best file server archive solution for your business.

 But first thing first, you must know:

What is meant by Optimizing Data Management?

It’s a process of streamlining all the systems or processes you are using for collection, storage, access and analysis of data. The purpose of enhancing this system is to boost overall efficiency while reducing the cost. You Need to implement and evaluate all the strategies related to data storage, access, archive and retrieval to ensure data integrity and security.  When it comes to storing or archiving all the data by preventing unauthorized access, you need to pick the best data archive solution.

So, how are you going to select the right solution?

Here are:

7 Factors to Consider While Exploring File Server Archiving Solution

As I told you before, tons of options are available for file server archives. So, when it comes to making the right choice, here are some factors that helps you evaluate different options and then pick the most suitable option:

  • Data Assessment
  • Select Right Type of Archiving Solutions
  • Data Retrieval
  • Security and Compliance
  • Pilot Testing
  • Cost Analysis
  • Vendor Selection

1-Data Assessment

The goal of data assessment is to categorize data based on its access requirements.

For example, you can separate data that you actively access from what they you rarely access or which can be archived. This categorization helps you set data archive policies. For example, you can set a policy for a specific data type like how long it can be retained. Many times, you need to provide data upon legal request during a lawsuit, so you need to follow data regulation policies while setting data archive.

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Once you access data based on its types, size, and access patterns, you basically optimize its storage space. Rarely used data can be put in the archive while regularly accessed data can be put in a folder where authorized users can access them as and when they need. Try to pick an archive solution that offers you a chance to access and discover your archive data exactly when you need it.

2-Select Right Type of Archiving Solutions

There are three different types of file server archive solutions:


You can opt for a cloud-based file server archive solution because it will let you reduce your upfront cost and offer a great amount of flexibility. This option is scalable. However, this option has some challenges as well. For example, you need to pay ongoing costs and many times data retrieval becomes a time-consuming task. Besides, you can’t overlook data sovereignty issues related to this option.


You may spend some upfront cost for setting up your archive system on-premises with the best archive software like ShareArchiver and some hardware. But once you set it all up, you are in full control. There is minimal ongoing cost. Many organizations opt for on-site archive systems as they can keep data fully secure and under control through it.


If you want to balance control and cost factor then you can try hybrid archive solutions. 

3-Data Retrieval

Once you store a large amount of data in a data archive solution, the next thing you need to do is to retrieve the data. When it comes to exploring different data archive solutions, you should go with one that makes the data retrieval process efficient and easy.

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In a scenario, where your organization needs to perform quick data retrieval for legal purposes, wrong archive solutions will make the retrieval a big challenge. As a result, you will have to face delays and legal costs, which you can avoid by picking a reliable file server archive solution such as ShareArchiver.

4-Security and Compliance

One of the main goals of investing in a file server archive solution is to stay compliant with industry regulations such as GDPR, HIPPA or others. Before you make an investment, you need to ensure that solution providers offer the most features such as audit trails, encryption, data security, access controls, and easy retrieval.

5-Pilot Testing

Don’t commit to an archive solution completely. It’s always a good idea to go with trial- if you use a data archive software. Perform some pilot testing on your data storage and archive solution. The results of the test will help you evaluate and understand the performance. This testing ill help you make the right choice at the end.

6-Cost Analysis 

Cost is generally a determining factor. There are many factors you will look into while evaluating overall cost of ownership. 

Think about the initial setup cost that you send on software licenses, hardware or any other related infrastructure. If you go with cloud-based services then you need to pay not only setup fees but also have to incur data migration costs.

Another cost to look deep into is the operational one. It’s not that you will spend money one time and then the system will work for you forever. You have to pay regular subscription fees. If you set up a system inhouse, you will pay electricity and cooling costs. Salary of IT staff involved in data management is another cost factor.

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You will also invest money to implement some security measures. The purpose of this investment is to ensure that your organization remains compliant to the latest regulations. Other costs to add into total cost of ownership are disaster recovery cost, end of life costs, and also data retrieval costs.

Once you evaluate all these costs from available options, compare all your options to find the one that meets your business needs and is also cost-effective.

7-Vendor Selection

Picking the right vendor is another consideration during file archive solution discovery. Try to go with a vendor with a strong reputation. Many organizations opt for new players in the market because they come up with cheap offerings. It’s not a good approach, you may pay less but what if the vendor doesn’t deliver what they claim they will.

In that scenario, you need to start from scratch.  Go with a long-term player of the market. You may invest more money but you are getting a secured deal. You will get a reliable solution. Also, look into support services. You can read reviews and other company’s  experience to find out more about a vendor.

Wrap up

Whenever you are exploring different file archive solutions for data management optimization, try to consider all these factors as they will help you choose a solution that works best for your own business needs.