Data Archiving Best Practices - Post One

Posted by Dustin Smith, Chief Technologist
November 6, 2013

With ‘big data’ looming in the background at many organizations, some people are asking if they should invest in a data archiving solution—they should keep multiple definitions of ‘archiving’ in mind. Archiving doesn't always mean moving data entirely offline. Sometimes it simply means moving data to a lower-cost media.

Archiving is largely about control—knowing precisely what data you have, where you have it, and then making sure you have it at the right place, at the right time. Here are the first two of five tips to help you trim down your essentials and archive your rarely used content.

1. Leverage Storage Resource Management Tools to Improve Budgeting and Long-Term Planning. 

When you’re designing and implementing a data archiving solution, a good first step is to establish a data management baseline of your current environment. By identifying and classifying the various data pools within your organization, you can better understand your archiving requirements. Storage resource management (SRM) tools present the best approach for capturing this baseline. SRM tools can greatly improve budgeting and long-term planning, which in turn can offer significant ROI.

By implementing and using a storage resource management (SRM) solution, you’ll have a more accurate perspective of your storage infrastructure. SRM gives you accurate proactive capacity planning and more accurate growth forecasting. And with the storage performance trending and near real-time statistics, you have much better insight into your day-to-day data usage patterns. This provides early warning signs to potential performance and capacity-related problems and downtime.

2. Implement and Email Archiving Strategy to Save on Backup Costs and Avoid Legal Trouble. 

With an effective email archiving strategy, companies can often save as much as 50% on backup costs. By some estimates, the average employee sends and receives more than 140 emails each day, and according to courts and regulators, emails are official business documents. Motivated in part by the Federal Rules of Civil Procedures, as well as case law emerging around email discovery, companies now have new and increased responsibilities to control email in response to potential litigation.

In order to address this issue, organizations often impose strict mailbox quotas, limiting the amount of email any single user can save. Unfortunately, limiting email storage only encourages users to store email messages on their own desktops or laptops in PST files. This strategy presents complications if companies need to provide litigation holds on this data. Additionally, storing email messages on the corporate server negatively affects its performance over time, so it takes longer to recover in the event of a disaster, and is more likely to need additional capacity and other upgrades to accommodate the increased load.

We’ll be back with the last three data archiving best practices in our next blog. In the meantime, tell us how you’re managing your data storage and archiving.


About Dustin Smith Throughout his twenty-year career, Dustin Smith has specialized in designing enterprise architectural solutions. As the Chief Technologist, Dustin is responsible for the strategic direction of aligning the company’s growing consulting services with the client challenges he finds in the field, and he works closely with his regional architects to design new programs to address these issues.

Filed Under: Data Archiving

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