It is unlikely that you will install a data archiving system yourself but by knowing the following steps you will be aware of what the process is, in order to achieve a fully functioning system.
1. You will need to structure and implement data retention policy. This must be constructed with the input of legal, HR (Human Resources) and IT departments. If your organisation does not have this infrastructure, then you should take specialist advice. This should be supported by an Acceptable Use Policy. (See: Understand Content Filtering).
2. Identify what data can be moved to an archive and what data can be purged or deleted.
3. Work with your organisations’ various departments in order to agree on an archiving policy. Don’t assume that a single policy will be fine for all departments. For example, the needs of your HR, finance and legal departments will all have different requirements.
4. Planning and design. You will need to agree on the classification of the information that is required to be archived and what the process is in order to achieve this.
5. Store information according to date and type and agree as to whom can access it.
6. Allow your users to be able to access the archived information (unless it is confidential) in order that they can maximise the organisation’s knowledge base and ensure that important information gain be accessed.
7. Agree as to who should manage this system on the basis that it is important to know what is the ‘value’ of data. This means there should be someone who has the expertise to understand what information is important or not, as the case maybe.
8. Data archiving should be seen as an ongoing process and procedures should be put in place to ensure that information is archived regularly rather than an ad hoc basis.
What can I expect to gain by implementing a Data Archiving System?
Information is understandably often to an organisations survival. It is also viewed as intellectual property (IP), i.e. something that is created by the mind as therefore isn’t really tangible. IP can have immense value and a result can either be shared with appropriate personnel or potentially sold as a product might.
Implementing a data archiving system can increase efficiency by allowing computer systems to be freed from unnecessary data which can slow them down while still leaving critical information easily accessible.