• Jayarama Emani

Data Archival 101 – Helping Resolve Your Data Storage Challenges

Effective data retention is a key element of proper data management. Companies need to retain their customer data to meet their business needs as well as comply with statutory requirements.

Many business organizations either archive their data or choose to take a backup of the data. In most cases, the terms data archival and data backup are used interchangeably. However, data archives and data backups are not the same. Today, we’ll see the difference between data archival and data backup. We’ll also examine the benefits of data archival vis-à-vis data backup and the best practices of archiving business data.

Differences Between Data Backup and Data Archival

Data archival and data backup primarily differ in 5 key aspects.

1. Purpose

Archival of data is done to store unused data, while data backups help recover lost information in the database.

2. Retrieval Speed

Data backups must enable speedy recovery of lost data because the information stored in the database is lost. On the other hand, data retrieval speed is of secondary importance in case of data archival, as the intention is to take unnecessary data that needs to be retained, from the database.

3. Duration

Data backups are meant for a short period, whereas archives are used to store data for a considerable amount of time.

4. Modifications to Stored Data

Data stored in a backup is overwritten at regular intervals, while archived data is usually not modified or deleted.

Let us now proceed to look at the benefits of good data archiving.

Why Should You Archive Your Business Data?

Data Archival Helps You Cut Data Storage Costs

A robust data archival solution enables you to reduce data storage costs in a big way, by helping you keep only the information currently needed by you in your database. For instance, ArchiveIt, our data archiving solution for the Salesforce platform, helps firms cut data storage costs by as much as 90%.

Seamless Compliance with Applicable Data Regulations

You can store confidential data securely at low cost in an archive where it cannot be deleted. You can retain the data as long as it is needed by the law or required by your business.

Enhanced Performance of Your Computing Systems

Storage of unnecessary data puts considerable strain on your computing systems, resulting in their poor performance. You can alleviate this problem very effectively by archiving unused data.

Archived Data Can Be Accessed Very Quickly

You can access data in an archive very quickly, whenever needed, with little effort. This allows you to use the data for your business needs without any hassles.

We’ll now move on to examine a few best practices of data archiving.

How Can You Archive Your Data in an Effective Manner?

Make Multiple Copies of Archived Data

It is essential to have more than one copy of the data you archive. Most data archives reside in the cloud, and there could be a chance of losing the data although it is rare. Creating multiple copies of the data and storing each at a different location will enable you to ensure it is not lost.

Check the Integrity of the Archived Data Regularly

As we have seen earlier, companies archive data that is not needed by must be retained. Many a time, businesses lose sight of the archived data and don’t check for integrity. This could result in the data getting corrupted. So, make sure to monitor the data in the archives from time to time.

Ensure Archived Data Meets Regulatory Norms

You need to see the archived data meets all applicable regulatory standards. For instance, if regulators in your country prohibit you from retaining customer data for more than 3 years, you must make sure the age of customer data in the archives is not more than what is stipulated. Failure to do so could result in heavy fines and other actions by the regulator.

Enquire About the Standards Followed by the Data Archival Service Provider

You must thoroughly analyze the standards and procedures followed by multiple data archival services providers before you ink a deal with one. It is always advisable to hire the services of an experienced and reputed vendor to ensure the safety of your data and get the best ROI on your data storage.

At Workbox, we work with Salesforce users to enable them to archive their data in a seamless, effective and cost-efficient manner. Our rich experience in helping Salesforce-using companies of all sizes in diverse industries coupled with our strong focus on comprehending your unique data storage needs helps us deliver the best solution.

Hope you find this post interesting. How do you store your data? We’d love to know.