April 6, 2016
You already know that it is important for your business to archive old emails and stored data periodically to help your system run faster and smoother. Apart from this reason, it also helps protect sensitive information and correspondence from tampering. The question now is not in why you should archive, but in how often should archiving be done.
Data and email archiving is often set on a schedule that the company believes is ideal for its operations. Not all companies have the same policies when it comes to archiving, and some have set different schedules for emails as well as for other data. What criteria should be set for data and email archiving and how do you determine when these should be transferred to a storage facility?
Determining When Data and Emails Should Be Archived
Usually, when it comes to archiving information, companies set a schedule somewhere between two to three years for data that should be moved from active servers to storage ones. There are times however when this rule is not followed, and this is when information that has been on the active server for that amount of time is still deemed useful and necessary for regular operations. Apart from this kind of a schedule, companies also determine which types of data should be archived and which ones are safe for deletion.
These are not the only issues that companies have to think about where archiving is concerned. They will also need to think about what to do with data that has been in the archives for longer than five years, whether a deletion policy is necessary and what to do should these storage facilities reach their maximum capacity over time. These things also need to be discussed and planned in order for a data and email archiving system to be effective.
Putting Together an Archiving Policy
An archiving policy is a set of procedures that dictates just how your archiving system should be executed. The archival process will have to go through a few steps to prevent the possibility of lost important data and tampered information. This process should include specifics regarding deletion, data selection, and such.
For your archiving policy to be effective and safe for your business, you should first set criteria for each data type when it comes to choosing which ones to archive and which ones to delete. You will also need to list down safeguard questions to help determine whether specific emails and information should be kept or discarded. This will allow your company to prevent the inadvertent loss of important info.
Apart from set criteria, you will also need to choose what archiving method to use, who will facilitate the archiving of your data, and how long these are to stay archived before being considered for purging. Of course, when time for purging arrives, you should also have safeguards in place to prevent the possibility of unwanted loss of data. To ensure that your archived data does stay protected while in stasis, you will also need to keep the number of people capable of accessing such information to a minimum and to limit the types of circumstances that warrants that accessing of such stored information.