Today’s archiving solutions are typically deployed enterprise-wide to retain and consolidate information for extended periods of time. Drivers for archiving solutions usually cover specific compliance retention legislation or storage management requirements for email, collaboration, file system and network attached storage (NAS) data. Comprehensive archive management can be simplified and become more agile with built-in tiered storage, multiplatform support and active email archiving. These capabilities ensure that data is being preserved for compliance purposes while being adaptable for the future and are critical to enabling businesses to consistently meet evolving industry standards.

 

While this process may seem rather straightforward, in many cases, making it happen is easier said than done. A business can run across any number of challenges when implementing an archiving solution from understanding the decisions that drive the archiving policies to the nature in which archive data is stored and protected. It is now inevitable that most businesses will need to enlist this technology in order to meet compliance regulations. What can companies do to make that process a smooth and ultimately efficient process?

 

Maintaining Integrity of Data for Compliance

 

Fueled by regulatory requirements, organizations across a wide spectrum of industries face long-term preservation and retention requirements of fixed content (data that will not change). One such example, SEC 17a-4, requires that all electronic records compiled by broker-dealers must be preserved exclusively in a nonrewriteable and nonerasable format. Maintaining the authenticity and accessibility of this fixed content data, such as email and attachments, is the real challenge. To adhere to various industry rules, data needs to be secured in an immutable storage device that cannot be tampered with, while optimizing the performance and availability of explosive data growth.

 

Ensure Data Authenticity with CAS and Archive Management Software

 

In order to address these common regulatory challenges, many enterprises often turn to content addressable storage (CAS) devices to simplify fixed content management, ensure content authenticity and deliver increased scalability. This in turn helps control data growth and infrastructure costs while reducing risks associated with noncompliance. CAS devices can include tape, disk, optical, and write-once, read-many (WORM) media.

 

In order to fully enable the benefits of CAS, however, archive management software needs to be deployed to capture and preserve this data for compliance and maintain high-speed performance in the face of increasing data volumes. After all, a CAS device is only as good as the information placed inside it. Working in tandem with CAS systems, archive management software is responsible for archiving data, such as email and attachments to CAS devices while retaining transparent user access, enabling intelligent data movement between servers and devices, and providing a long-term data protection capability for archived content. By unifying these data management considerations, archiving solutions ensure ease of management, application integration and high performance. The result is that administrators, legal departments and compliance teams can rest assured that their archived data is being stored while remaining easily accessible, in a nontamperable storage device.


Easy as One-Two-Three

 

Three Key things to consider when selecting archive management software for your CAS system:

  1. Content management and availability. Smart users of fixed content know that online availability will significantly increase the value of their business content. Archiving solutions are ideal for companies that need an integrated approach to managing structured and unstructured data with user and corporate fast access. Companies also want to benefit from the price advantage of tape or optical storage without the operational overhead cost.

     

    Deploying a solution that has this unique product integration enables a truly cost-effective solution for archiving and subsecond access to infinite amounts of fixed content data through the CAS box. Policy based, seamless and easy-to-use solutions simplify management and automate routine archiving tasks, providing a way to quickly and painlessly store and retrieve enterprise content. The full value of your application is leveraged through highly efficient data and storage management technologies that allow content searchable access to pre-indexed stored data when and where it is needed. These key management and availability qualities are critical to a company that needs to comply with a vast pool of regulations, when a timely response is critical. With the ability to access, view and retrieve any and all enterprise content it is next to impossible to break any kind of compliance rules mandating accessibility.


  2. Efficient storage utilization. In addition to offering unmatched management and accessibility of fixed content information for compliance purposes, archiving to CAS devices helps optimize storage utilization in the face of explosive data growth. Primary disk space is freed up to archive an infinite capacity. If you select the proper archiving solution, it should offer the ability to automatically archive data when users’ mailbox quotas are reached. With this perceived infinite mailbox, users are more productive with the ability to access more data very simply without managing the size of their inboxes. In addition to freeing up space, this feature ensure that all emails will be stored away properly should they need to be accessed in the future. 


  3. Storage in a single instance. The use of one efficient, scalable archiving product to perform a complete range of content management functions is essential to meeting compliance regulations. Single instance storage (SIS), often embedded in archiving software, uses an expandable range of application modules, sharing a single set of back-end services, to deliver functionality that truly unifies and simplifies enterprise content management and maximizes cost effectiveness.

     

    There are various levels of SIS. The best solutions find and remove or consolidate duplicate objects (e.g., files, email attachments and documents to reduce the amount of physical disk space required to store the same amount of logical data.) SIS also increases the amount of data that can be held on for on-disk short-term retention, which enables faster content. This makes finding emails and data that companies are required to store much easier to access. In addition to saving storage space by having one vision of data, SIS also means having the latest version of each document - ensuring that compliance is automatically met by having the most up-to-date content stored as possible.

Archiving for the Future of Compliance

 

The fundamental features of CAS are a good foundation to begin building an intelligent, secure repository to store your data for compliance. The next logical step is adding the archiving software to maintain the integrity of your data, while saving money and eliminating complexity. According to analyst firm Gartner, the email archiving market is expected to grow from $315 million in new license sales in 2007 to $1 billion by 2011, which demonstrates the growing demand for archiving software in

 

Reference:

 

  1. Carolyn DiCenzo and Kenneth Chin. “Magic Quadrant for E-Mail Archiving, 2007.” Gartner, May 16, 2007.

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