Data archiving is a specific process to transfer data to a storage device for future use. Unlike backups, data archives do not contain copies of actual data. Before selecting archiving software, there are many useful features to consider. Data archives are based on older, but important data that can be retained for compliance. Searchability is bare-bone feature that helps in providing useful solution for data archiving. To get significant search functionality, data archiving software have particular attributes:
In order to carry on searches, granularity plays an important role. It is an indispensable capability which is necessary to perform e-discovery process. As bulk of data is examined at this stage to get important information, software must have competence to carry on searches on following basis:
Data Sources: Through search, access end results from which file server, such as Microsoft SharePoint, financial apps
Data Type: Microsoft Office document, PDF, email and many other files
Important Data: Files such as social security numbers, bank account number and credit card numbers
Author of Document: Search by author of file
Another significant feature, other than granularity, is known as Storage Optimization. When this feature is selected, it helps in reducing the amount of data, as well as access data in seamless way. Storage Optimization feature gives benefits in form of reducing operating costs and capital. It helps in improving information governance, access to data for analysis and reporting and lower risk.
It seems absurd to find a lot of copies of same data in search results. To cope with this situation, deduplication engine (available in archiving software) is used that works all the way to avoid such situations. Through compliance, effective policies are developed for keeping data in archives for a specific time period. Archiving is best for certain type of data that is required to be backed up, but will not be accessed frequently.
Third most important feature of archiving software is flexibility to support maximum data platforms and popular applications. Some software offer facility to archive data from social networking sites like organization content on Twitter or Facebook.
Additionally, wide range of sources, writing capabilities and data targets should be handled properly for extraction. An organization cannot afford to follow limited tracks, such as tape archives, when unlimited and affordable archival alternatives are offered to them. Wide-ranging media is supported to extract archived data. Furthermore, extracted data can be written to DVD, tape, Blu-ray and many other mediums.
In a nutshell, best software for data archiving require more features, such as automation and compliance regulation to assist users in managing data. Once you confirm what type of data is important for future use and how long you need to store that data in the archives, organization can get maximum benefit from archiving software.