Boost Efficiency and Secure Your Data
In today’s fast-paced digital world, businesses generate vast amounts of data every day. Managing this data efficiently is crucial for ensuring smooth operations and long-term success. That’s where archiving software for SharePoint comes into play. This article will break down what archiving software is, why it’s essential, and how it can benefit your organization. We’ll also take a closer look at Squirrel, an innovative archiving solution for SharePoint Online
What is Archiving Software?
Archiving software helps businesses store and manage data that is no longer actively used but still needs to be retained. This can include emails, documents, databases, and other types of files. By archiving old data, companies can save on storage costs, keep their systems running efficiently, and ensure they meet various legal and compliance requirements.
Key Features of Archiving Software
Data Compression:
Archiving software reduces the size of files, helping to save on storage space. By compressing data, businesses can store more information in less space, which translates to lower storage costs and improved efficiency.
Search and Retrieval:
One of the most important features of archiving software is its ability to search and retrieve archived data quickly. It indexes files with metadata, allowing users to find specific documents without sifting through endless folders.
Automated Archiving:
Automated archiving features enable the software to move data to the archive automatically based on set policies, such as file age or activity levels. This ensures that the archiving process is consistent and reduces the burden on IT staff.
Data Integrity:
Ensuring that archived data remains unchanged and secure is vital. Archiving software typically includes features that maintain the integrity of data over time, preventing unauthorized alterations.
Compliance Support:
Many industries have strict regulations regarding data retention. Archiving software helps businesses meet these legal and regulatory requirements by providing tools and features that ensure data is stored appropriately.
Gain insights in to your SharePoint Online Storage Consumption Download our completely FREE TOOL Send download link to:SharePoint Storage Explorer
Frequently Asked Questions about Archiving Software
Why Do Businesses Need Archiving Software?
Businesses need archiving software to manage data growth, reduce storage costs, and ensure compliance with legal and regulatory requirements. By archiving old data, companies can free up valuable primary storage space, making their systems more efficient and easier to manage. Without archiving, data can pile up and lead to inefficiencies, increased costs, and potential compliance issues.
How Does Archiving Software Work?
Archiving software works by moving data from primary storage (like active databases or servers) to a secondary storage location (like cloud storage or dedicated archive servers). This process involves compressing the data to save space, encrypting it for security, and storing it securely. The software uses metadata to create indexes, making it easy to search and retrieve the archived files. This ensures that even though the data is no longer in active use, it can still be accessed quickly when needed.
What Are the Benefits of Using Archiving Software?
Cost Savings:
By moving inactive data to cheaper storage, businesses can save on the costs associated with primary storage and backups. This reduction in costs can be significant, especially for large organizations with massive amounts of data.
Improved Performance:
Archiving reduces the load on primary storage systems, which can improve their performance. This leads to faster access times for active data and more efficient system operations.
Regulatory Compliance:
Many industries require businesses to retain data for a certain period. Archiving software helps ensure that these requirements are met, making it easier to comply with regulations and avoid legal issues.
Data Security:
Archived data is often less vulnerable to cyber-attacks since it is stored separately from active systems. Additionally, archiving software typically includes encryption and access controls to protect sensitive information.
Enhanced Productivity:
With less data clutter in primary systems, employees can find and manage active data more easily, leading to increased productivity. The ability to quickly search and retrieve archived data also saves time and effort.
Gain insights in to your SharePoint Online Storage Consumption Download our completely FREE TOOL Send download link to:SharePoint Storage Explorer
What Types of Data Can Be Archived?
Archiving software can handle various data types, including emails, documents, databases, multimedia files, and more. It’s particularly useful for managing unstructured data that accumulates over time. For example, emails and documents that are no longer needed for daily operations but must be retained for compliance can be efficiently archived.
How to Choose the Right Archiving Software?
Selecting the right archiving software is a critical decision that can significantly impact your organization’s data management and overall efficiency. Here are the key factors to consider when choosing an archiving solution:
Scalability
Scalability is essential because your business’s data volume will likely grow over time. As your organization expands, the archiving solution must handle increasing amounts of data without compromising performance. Ensure that the software can:
- Expand Storage Capacity: It should be capable of accommodating more data without requiring a complete system overhaul.
- Handle More Users: As your team grows, the software should support additional users without performance degradation.
- Manage Increased Complexity: With more data types and sources, the solution should adapt to new requirements and data structures seamlessly.
Compatibility
Compatibility with your existing systems and applications is crucial to avoid disruptions and ensure a smooth integration process. When assessing compatibility, consider the following:
- Operating Systems: Ensure the software is compatible with the operating systems used in your organization (e.g., Windows, Linux, macOS).
- Applications and Databases: Verify that it integrates well with your current applications, such as email systems (e.g., Microsoft Outlook, Gmail), databases (e.g., SQL, Oracle), and other software tools.
- Cloud Services: If you use cloud storage or services (e.g., AWS, Azure, Google Cloud), the archiving solution should seamlessly integrate with these platforms.
- APIs and Connectors: Check if the software offers APIs or connectors that facilitate integration with custom applications or other third-party systems.
Ease of Use
Ease of use is vital to ensure that your team can efficiently adopt and utilize the archiving software. A user-friendly solution should offer:
- Intuitive Interfaces: Look for clean, easy-to-navigate dashboards and controls that simplify the archiving process.
- Clear Documentation: Comprehensive guides, tutorials, and manuals should be available to help users understand and make the most of the software’s features.
- Training and Support: Consider vendors that offer training sessions, webinars, and responsive customer support to assist with setup, troubleshooting, and ongoing usage.
Security Features
Security features are paramount to protect sensitive and confidential data. Ensure the archiving software includes robust security measures such as:
- Encryption: Data should be encrypted both in transit and at rest to prevent unauthorized access.
- Access Controls: Implement role-based access controls (RBAC) to ensure that only authorized personnel can access or modify archived data.
- Compliance Certifications: Verify that the software complies with industry standards and regulations (e.g., GDPR, HIPAA, SOC 2) to meet legal and regulatory requirements.
- Audit Trails: The software should provide detailed logs and audit trails to track data access and modifications, helping with accountability and forensic analysis.
Cost
Cost considerations go beyond the initial purchase price. Evaluate the total cost of ownership (TCO), which includes:
- Licensing Fees: Understand the pricing model, whether it’s a one-time purchase, subscription-based, or pay-as-you-go. Ensure it fits your budget and financial planning.
- Storage Costs: Assess the costs associated with storing archived data, whether on-premises or in the cloud. Consider the price per gigabyte or terabyte and any additional fees for data retrieval.
- Maintenance and Support: Factor in costs for software updates, patches, and ongoing technical support. Ensure that these services are covered in the initial agreement or understand any additional charges.
- Hidden Costs: Be aware of potential hidden costs, such as training, customization, integration, and migration expenses.
Additional Considerations
When evaluating archiving software, also consider the following additional factors to make a well-informed decision:
- Performance and Reliability: Check for performance benchmarks and user reviews to ensure the software is reliable and performs well under different conditions.
- Vendor Reputation: Research the vendor’s reputation, customer feedback, and case studies to gauge their reliability and customer satisfaction.
- Flexibility and Customization: Ensure the software can be customized to fit your specific needs and workflows.
- Future-Proofing: Look for a solution that can adapt to future technological advancements and business requirements, ensuring long-term viability.
By carefully considering these factors, you can select an archiving solution that not only meets your current needs but also supports your organization’s growth and evolution over time.
Gain insights in to your SharePoint Online Storage Consumption Download our completely FREE TOOL Send download link to:SharePoint Storage Explorer
SharePoint Document Archiving with Squirrel
If your organization uses SharePoint Online, efficient document archiving is crucial for managing storage costs and ensuring compliance. Squirrel, developed by SmiKar, is a powerful archiving solution designed specifically for SharePoint Online.
Key Features of Squirrel
Automated Archiving:
Squirrel moves SharePoint Online documents to cheaper Azure Blob Storage based on lifecycle policies. This automation ensures that data is archived according to predefined rules, reducing manual effort and potential errors.
Stub File Creation:
When a document is archived, Squirrel leaves a stub file in SharePoint, allowing seamless rehydration of data with a single click. This means that users can still access and restore archived documents easily without disruption.
Data Integrity:
All versions of the document and its metadata are copied to Azure Blob Storage, ensuring complete data retention. This comprehensive approach ensures that all relevant information is preserved.
Security:
Squirrel encrypts all data and uses robust authentication mechanisms to protect archived documents. This ensures that sensitive information is safeguarded against unauthorized access.
Reporting:
Provides detailed reports on the documents and files in SharePoint, helping organizations maintain transparency and compliance. These reports can be invaluable for audits and compliance checks.
Benefits of Using Squirrel for SharePoint Archiving
Cost Efficiency:
Reduces storage costs by moving infrequently accessed data to cheaper storage. This can result in substantial savings, especially for organizations with large volumes of data.
Seamless User Experience:
The stub file system ensures that users can easily access and restore archived documents. This user-friendly feature minimizes disruption and maintains productivity.
Enhanced Compliance:
Helps organizations meet legal and regulatory requirements for data retention. By ensuring that data is archived according to compliance standards, businesses can avoid legal issues and penalties.
Improved Performance:
Offloads inactive data from SharePoint, improving system performance and user experience. This can lead to faster access times for active data and a more efficient SharePoint environment.
Squirrel’s Impact on SharePoint Users
A survey conducted by SmiKar found that businesses using Squirrel experienced a 42% reduction in storage costs and a increase in SharePoint performance. This makes Squirrel an invaluable tool for any organization looking to optimize their SharePoint environment.
Valuable Insights and Statistics
- Data Growth: According to IDC, the global datasphere is expected to reach 175 zettabytes by 2025, making effective data management critical for businesses. This highlights the importance of having robust archiving solutions in place.
- Cost Reduction: Gartner reports that organizations can save up to 60% on storage costs by implementing effective archiving solutions. This demonstrates the significant financial benefits of archiving software.
- Compliance: A survey by Osterman Research found that 74% of businesses face challenges in meeting compliance requirements without archiving software. This underscores the necessity of archiving solutions for regulatory compliance.
- Productivity: Businesses that use archiving software report a 30% increase in employee productivity due to streamlined data access and management. This illustrates the operational advantages of archiving solutions.
Conclusion
Archiving software is an essential tool for modern businesses, providing cost savings, improved data management, and enhanced compliance and security. By choosing the right archiving solution, you can ensure that your organization’s data is well-organized, easily accessible, and securely stored. For SharePoint Online users, Squirrel offers a specialized and efficient solution to streamline your document archiving process and boost overall efficiency.
Slash Your SharePoint Expenses with Squirrel’s Archiving Solution!
Learn how Squirrel helps you save on storage costs by efficiently archiving your SharePoint data to Azure Blob Storage.