The National Archives plays a critical role in preserving historical and legal records of a nation, ensuring that valuable documents remain accessible for future generations. Similarly, we will explore the essential strategies for maintaining vital information over extended periods. Just as the National Archives implements rigorous archival standards to safeguard physical and digital records, effective data archiving practices ensure that organizations can store, retrieve, and protect critical data against degradation, loss, or obsolescence.
Organizations generate massive amounts of information every day—from customer records and financial documents to internal communications and operational data. As this data accumulates, businesses must learn to manage and store it effectively while ensuring compliance, maintaining security, and supporting business continuity.
Data retention is not just about storage—it’s about preserving the integrity of valuable business information while keeping it accessible, secure, and legally compliant. By adopting archival best practices modeled after institutions like the National Archives, businesses can effectively manage their growing volumes of information while maintaining compliance and security.
Data archiving involves systematically moving inactive but valuable data from primary, high-performance storage to a secure, long-term repository. Unlike data backups, which focus on disaster recovery and short-term redundancy, archiving is designed for long-term retention and retrieval.
By implementing an effective data archiving strategy, organizations can:
However, simply moving old data to a storage repository isn’t enough. Organizations must follow best practices to ensure archived data remains both accessible and secure over time.
Join us for the final session of the See Clearly webinar series, where we’ll explore how to future-proof your information governance program. From AI and automation to secure data migration and emerging industry trends, this session will help you build…
Establishing a detailed records retention schedule is the foundation of effective data archiving. This schedule outlines how long different types of records should be kept, based on legal obligations, industry standards, and organizational needs. By defining retention periods, organizations can systematically manage data from creation to disposal, ensuring compliance and reducing storage costs.
Here’s Rebecca McIntyre, AEP Security Specialist, on using Virgo, our record retention schedule management solution from our webinar, Retention Schedule Revamp: Techniques for Improved Privacy, Compliance, and Efficiency:
Data governance encompasses the policies and procedures that dictate how data is handled within an organization. A strong governance framework ensures that data is collected, stored, accessed, and disposed of in a manner that aligns with regulatory requirements and organizational objectives. This includes setting clear guidelines for data classification, access controls, and retention policies.
Transitioning from physical to digital archives enhances both security and accessibility. Digital archiving allows organizations to store large volumes of data efficiently, with the added benefits of quick retrieval and improved disaster recovery capabilities. By digitizing records, businesses can protect information from physical deterioration and ensure that it remains accessible over time.
The regulatory landscape is continually evolving, making it essential for organizations to regularly review and update their retention schedules. Staying informed about changes in laws and industry standards helps ensure ongoing compliance and reduces the risk of legal complications. Regular audits of retention policies also help identify and address any gaps or outdated practices.
Here’s T’Don Marquis, Access Director of Digital Solutions – SW, on how to establish effective retention schedule management from our webinar, Retention Schedule Revamp: Techniques for Improved Privacy, Compliance, and Efficiency:
Once data has reached the end of its retention period and is no longer needed, it should be securely disposed of to prevent unauthorized access. Implementing secure destruction protocols, such as paper and hard drive shredding, ensures that sensitive information is irretrievable, protecting the organization from potential data breaches.
Automating aspects of the data archiving process can enhance efficiency and accuracy. Automated systems can manage retention schedules, monitor data access, and trigger disposal actions when data reaches the end of its lifecycle. This reduces the burden on staff and minimizes the risk of human error.
Here’s Eric Schmitz, Enterprise Director – Access Unify, on the role of metadata in automating compliance processes from our webinar Innovating RIM – Part 2: Building Compliance with Comprehensive Inventory Management:
Employees play a critical role in effective data management. Providing regular training on data handling, retention policies, and security protocols ensures that staff are aware of their responsibilities and the importance of compliance. A well-informed workforce is better equipped to manage data appropriately and respond to potential issues proactively.
Effective data archiving not only preserves valuable information but also enhances operational efficiency and reduces risks associated with data management. In our webinar, “Preserving the Past, Managing the Present, and Planning for the Future,” we discuss the best practices above and examine how organizations can emulate archiving strategies—like that of The National Archives—to meet compliance requirements and support business continuity plans.
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