Finally, an Intelligent Cloud Archiving Solution

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Finally, an Intelligent Cloud Archiving Solution

Record keeping and management is one of the many overlooked administrative aspects of business management that can now be optimized with cloud solutions.

· Cloud Zone ·
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It would be challenging to find a business that is not powered by data – impossible in the enterprise space.  For most, it is the company’s greatest asset (in addition to its employees, of course). In fact, you can say that companies employ information workers to generate and consume data for the betterment of the company. But many companies have a difficult time determining what data is valuable and what data isn’t. 

Only Records

Many companies fall back on the old strategies of assuming only records are valuable or relying on corporate legal directing IT what data should be kept and for how long – usually based on current or anticipated lawsuits.

In reality, data that isn’t considered a record or involved in litigation can be valuable to the company as well. For example, employees search for old data – email, PowerPoints, spreadsheets, etc. – to reference and reuse data such as forecast, presentations, emails providing approvals, or even system logs. Employees spend some amount of time per week searching for old data, and when they can’t find it, spend more time recreating it. In the past, some analysts have estimated that the total time spent is in the two to four hours per week range. The bottom line is data have value to the company if the company knows it exists and they can find it.

The Bad Old (Shred) Days

Because of this, some CIOs (and GCs) are hesitant to force employees to dispose of large amounts of data. In the distant past, companies use to hold annual “shred days” to force data deletion, but not so much anymore. In fact, the “6-second rule” for records management applies in these situations – if it takes an employee more than 6 seconds to decide if a file should be kept and for how long, they will delete it immediately. However, this applies in only the shred days situation; otherwise, they will keep everything forever. The modern equivalent of shred days is email system quotes, file system limits, and the like.

Cloud Storage

A potential solution some companies have tried is utilizing Microsoft’s OneDrive cloud storage solution to store large amounts of employee data. Downsides to this strategy include searching across many OneDrive accounts, and all stored data automatically disappears after individual account deactivation in a short period.

Time to Seek the Intelligent Cloud

What you really want, though, is an intelligent information management and archiving solution that is a native Azure-powered platform designed for modernizing data archiving and management in the cloud. Ideally, the solution should utilize your own Azure tenancy to store and manage your data. This ensures your company doesn’t run into the issue of third-party data ransom when trying to move your data to another’s vendor cloud.

Select solutions (such as Archive360’s Archive2Azure) utilize Azure’s full stack of services to provide state of the art capabilities and security including advanced search across the entire archive. Another benefit of utilizing this type of solution is that it reduces the cost of storing and managing data by as much as 90% over that of storing data on-site or in an expensive proprietary cloud.

Next, you should look for a solution that helps you to transform your company’s data into a rich source of business intelligence while ensuring regulatory and legal responsibilities are met. And it is critical that the solution be able to eliminate cloud vendor lock-in so that you maintain control over all your corporate information.  Typically, this will also allow you to reduce information management and storage costs by as much as 90%.

Next, seek a flexible solution that offers a wide array of data connectors to simplify the migration of numerous data types into Azure (or your public cloud of choice).  All data should be stored in your own tenancy in its native format and secured with your own encryption keys. 

Ultimately, the solution should also turn standard storage into a customizable information management system with multiple solution modules that can be mixed and matched including Salesforce archiving, SharePoint archiving, healthcare archiving, messaging archiving, file system archiving, audio and video archiving, database archiving, and legacy application data archiving.

big data, cloud, cloud storage, data management, record keeping

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