In modern times where everything is digital, the data the company’s store is getting bigger and bigger. That poses a problem for most companies because on-site storage is expensive. The managers in charge of managing the data have the eternal dilemma: should I archive or delete?
Archiving your company’s data is when you move part of all of the data to a remote location. The point of this is to reduce the amount of storage that your company has on site. The data that gets archived is mostly the one that isn’t used very often or needs to be stored for a long time.
There are two types of archiving: tape and cloud
These file archiving solutions include a traditional approach where the data that your archive is stored on drives or tapes. They are kept on premises and are usually offline. The advantages are that the archiving costs as much as the tapes or drives. The disadvantage is that if someone needs to access the data, it will take some time to set it up.
Cloud is a relatively new technology that some companies utilise for archiving. Data that companies find unmercenary to keep on premises at all times upload to the cloud. The advantage of these types of file archiving solutions is that even though the data isn’t in the company, it can still be reached in seconds and it is secure. Cloud companies have redundancies that ensure that your data is saved and sound. The disadvantage is that this solution is much more expensive, depending on the amount of data you need to archive.
Deletion is the approach that you go with once there is no need for some of the data that your company stores. Similar to archiving, the idea is to reduce the amount of data on the company’s storage. The difference is that in this case the data is destroyed and can never be used.
The unnecessary data can be divided into three categories: redundant, obsolete or trivial or ROT.
Redundant is the type of data that is also called duplicate data. When a lot of people work with the same piece of data where it is saved on multiple locations on the network. That often causes problems where employees don’t know which version is the latest one. In these cases, you should compare the different versions and delete the unnecessary ones.
The obsolete data, also called outdated, is the data that isn’t used by anyone. Imagine a company working with designs and each change to a specific design is saved under a different file name. In that case, you may have dozens of files and a final version. All version numbers except the final one are obsolete and can be deleted.
The trivial data is the one that no one uses. Basically, it is the data that that is for internal use only. Think of it something like when writing an article and keep notes and information in a separate document. Once you complete the article, the second document becomes trivial and can be deleted.
Regardless if you are on the lookout for like file archiving solutions or in need to delete some data from your company’s storage, it is very important to plan for it first. Do an in-depth review of what kind of data you have and what you need to do with it. Once you plan that out, you can proceed to archive or delete.