Enterprise information archiving software is designed to assist in storing a company’s structured and unstructured data. By incorporating unstructured data (e.g., email messages and media files), enterprise information archiving software provides more complete archives of business data across the board. Data can be stored on premise with local data servers or on cloud servers, or using a hybrid of the two. These solutions are used throughout a business by any employee, since all teams should be archiving their data for, at minimum, auditing purposes. Enterprise information archiving solutions are typically implemented and maintained by a company’s data team, and they can be used by companies of any size.
While similar to a backup software solution, information archives handle the original data as opposed to a copy of that data.
To qualify for the Enterprise Information Archiving category, a product must:
- Store both structured and unstructured data
- Provide data management options for archived data
- Protect access to archived data
F.A.Q about Archiving Software
What is Archiving Software?
Archiving Software supports enterprises in retaining and rapidly retrieving structured and unstructured data over time while complying with security standards and the like. File archiving may include images, messages (e.g. IMs, social media posts, etc.), emails, and content from web pages and social sites. Compliant data retention may require retaining data in its native form and context so that it can be understood.
Also called Enterprise Information Archiving (EIA), archiving software is designed to meet discovery requirements. That means that the archive must be searchable so that all stored data can be retrieved with context intact.
Archiving software is most commonly a requirement for banking institutions and governments. More stringent privacy laws means that EIA has become a concern for private corporations as well. Archiving software will contain features overlapping Enterprise Search, Data Governance and eDiscovery, and some features in common with ECM.
Features of Archiving Software
Leading Enterprise Information Archiving vendors focus on some or provide many of the following capabilities:
- Meet legal and regulatory compliance requirements and provide attestation (e.g. GDPR, SEC, FINRA, CFTC, etc.)
- Provide high-efficiency low-cost storage for data retention
- Unified, centralized storage for disparate sources and unstructured data
- Automated data retrieval and retention, with reporting
- Tamper-proof “evidentiary” quality records (e.g. non-rewritable)
- Configurable policy engine for enforcing corporate policy, industry standard, or regulatory requirements
- An automated classification system for data to be retained or discarded based on importance
- Apply metadata to ease search, categorization, supervision & discovery
- Access controls supporting role-requirements, biometrics, etc.
- Granular retention rules to archive content for as long as needed
- Employee self-service, search & report generation, with access log
- Daily reconciliation reporting to verify data capture
- Redundant, disaster-proof, or third-party verified storage integrity