Storage Cat 08 3/10/08 17:12 Page 57
57 ARCHIVING
seven to ten years, after which its value begins to decrease archived is fit for purpose when it is retrieved. This means that
and it may be appropriate to remove from the archive. data is safe from physical damage and that the retrieval
However, correspondence and agreements relating to the process is logical and recognises the different workflow
lease of a commercial property will need to remain accessible processes across the company. Organisations should invest in
for the duration of the lease, which could be 30-50 years. In an archive strategy that assists in defining the types and class
another example, personal data, such as health records need of data transaction and thereby make general retrieval and more
to be accessible and safe for the patient’s entire lifetime, complex audit trails far easier to carry out at a later date.
which in these days of increased longevity could easily
approach 100 years. A Wake Up Call
Now is the time for organisations to grasp the archiving
Other factors initiative. Time is running out for poor practices and
In addition to considerations regarding the ‘needs’ of individual inadequate systems. Specialist archiving solutions have
data types, there are a number of other factors to bear in developed the sophistication required in our pervasive
mind, especially when selecting an archive solution. Firstly, computing world that allows organisations to embrace a
any information stored must be secure and tamper-proof, or complete data archiving strategy. When adopted, these will
its value as evidence will be compromised. A business must provide organisations with the comfort of knowing that in five
have control over who is allowed access to the archive and to years time, if the legal or financial health of the business is
what end. It may be that encryption and WORM (write once being investigated, the answers will be available.
read many) technologies need to be applied to archived data, Compromising on archiving is not an option in the 21st
in order to meet the ever more stringent guidelines and century. A company that turns a blind eye to its archiving
legislation on data security being introduced. needs may be compromising on not only its business, but also
Secondly organisations need to ensure that the data being its profits, its reputation and ultimately its future.
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