With more and more compliance and regulatory requirements, choosing the right solution for storing and archiving your content can be a bit of a headache; for small and medium-sized businesses that have to abide by the same compliance and regulatory requirements as the bigger companies, but on a much smaller budget, that headache can become almost unbearable. To help you select the right solution for your business, here are a few tips.
1. Establish what you need to archive – if you don’t have to comply with any requirements, don’t keep content any longer than is necessary. However, if you do have to comply with any legal requirements, establish what you need to archive and what you don’t, establish your data retention and data destruction policies, and adhere to them.
2. Choose the content you are going to store and archive – some content generated will need to be kept and archived according to your data retention policies and legal requirements. Yet other content may not need to be retained.
3. Storage solution: disk, tape and cloud – how you store and archive your data and what solution you use will depend on what sort of access your organisation will require, backup capabilities and off-site recovery. Cloud storage and archiving is gaining considerable ground and if you choose cloud, be aware that cloud backup and cloud archive are different – cloud backup focuses on data backup and off-site recover, whilst cloud archiving focuses on eDiscovery, compliance, content distribution and historical reference.
4. Remember to archive emails! – it is as important for small and medium-sized businesses to correctly archive their emails as it is for large corporations. Make sure you are not only archiving your emails, but also carrying out the task correctly. Understand the difference between archives and backup, and between hosted, on-site and hybrid archiving solutions.
5. Decide on the right archiving tools for you and your business – there are a plethora of companies pushing their content archiving solutions, why you should be archiving your content, what archiving tools will suit your business, and get advice on getting started.
For small and medium-sized businesses, storing and archiving their content, both offline and online, is becoming much more of a priority, but it needn’t be a chore and, if the right solution is chosen and the correct procedures are implement, it should be a simple business process.