No one wants to be responsible for deleting something of vital importance. Archiving software helps enforce retention and deletion policies. Archiving software works with your data retention policies. They tell the software which content to archive and which content to delete. You define the parameters that your archiving application uses to sort through content. Then, they use your established parameters to identify outdated content. You get to decide which inactive content your application archives and deletes.
And there are similar applications that move content from legacy applications into archives. So you can finally decommission legacy applications without compromising compliance. There, limiting archives access is the difference between everyday operations and enormous lawsuits. From CEO to manager to receptionist, each employee needs access to different files.
Few if any will need access to all files. Archiving applications enforce access permissions for you. Only permitted files appear for each individual.
Archiving applications let you give varying levels of access. These are your usual choices: read, write, edit, and destroy. Healthcare employees who interact with electronic health records EHRs must understand the regulations. Unsure which is best for you? Calculate your total cost of ownership TCO for on-premise versus off-premise storage centers. Then, keep reading to learn some of the pros and cons of each.
Did you know 93 percent of businesses were already using cloud storage as of ? Retrieving archived documents from the cloud may be quicker than using in-house servers. Plus, accessing archived documents from the cloud can be more intuitive. No training gap means you can access archived content within 1 hour instead of waiting weeks for IT to fetch it.
You could save money by moving to the cloud. Your cloud storage will expand as you need more space. Compared to in-house servers, cloud storage can be safer. Cloud storage offers added security through a VPN, access controls, and homomorphic encryption.
Physical data centers can be pricier than cloud storage. You have to factor in the costs of physical space, servers, and electricity. No matter how well you design your data center , cooling servers will take up a big part of your electricity bill. Nor will you worry about having enough internal bandwidth to access the cloud.
Physical data centers are fighting to stay relevant. First, though, I want to give a quick reminder. Remember: Not every archiving application will have all these benefits. Archiving software organizes archived documents using metadata and tags. So you can search for and find what you need. Say goodbye to wasting time trying to understand the application the data came from.
The consequences of not understanding your businesses archiving processes could pose serious problems in the future. So lets set the record straight…. Archiving is the process by which inactive information, in any format, is securely stored for long periods of time. Such information may — or may not — be used again in the future, but nonetheless should be stored until the end of its retention schedule. It should be emphasised that archived, inactive data can be made active again, as the implication of not being able to access information again sometimes dissuades businesses from archiving their records.
Information should still be readily available if required at short notice. When businesses archive data they tend to archive entire collections of files.
The word archive in itself suggests the retention of multiple records. Data that is archived might need to be because of legal rulings or because it is vital information that is likely to be used again in the future.
Archiving is vitally important for information management and can give a business greater control over their information processes. As a business grows it will create more data — data that needs to be meticulously managed and monitored in order for it be utilised properly.
Keeping tabs on this data can prove problematic for businesses that never put an archiving system in place. This will eventually have a negative effect on business functions and employee productivity. To learn more about how out-sourcing your records management could save you time and money check out our blog post: Offsite Document storage and retention.
The chances of an employee accidentally deleting or misplacing a file is slim, but it does happen. Archived data allows employees to retrieve back up information independently without having to rely on the expertise third parties. Archiving is important for legal reasons too. Many businesses accidentally dispose of documents that they legally should be keeping. Data protection authorities are enforcing more sever penalties on businesses so employees should be made aware that ignoring these policies could lead to hefty fines or even prison sentences in some cases.
Archiving is also important for security reasons, especially at a time when cyber-attacks and data breaches are becoming more frequent. Archives are central to good governance. Archives and records are the tools by which governments can make themselves accountable and demonstrate their democratic credentials. Well-managed archives and records are the means by which a country can understand the who, when, where, how and why of government actions. They enable the delivery of human rights and the ability for a government to explain and defend its actions.
Good management also ensures efficient, timely government. In the ICA's Programme Commission made Africa a priority area for its professional programme work to support the development of record-keeping capacity in Africa, the needs of African archivists and records managers, ICA strategic objectives and priorities, and the delivery of archival education.
One of the ICA's Objectives is to build capacity within the archive profession. A fundamental element of this capacity building is to support Young and New Professionals to develop their professional knowledge and to encourage them to participate in all that the ICA has to offer.
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