Data Archiving refers to the removal of an actual item of data from its current location to a long-term storage system; usually because it is no longer being actively used or to declutter slow, clogged up systems.
Because this store of data can, ultimately, become vast; data is tagged and indexed, as it is stored, to facilitate later rapid, easy search and retrieval – mainly for Legal & Compliance e-Discovery Reasons.
In certain cases, data may also be encrypted in a manner to be able to demonstrate its authentic, unaltered status for later evidential purposes.
Data Backup Vs Data Archiving: It’s Important to Know the Difference
When talking about Data Protection, there seems to be universal confusion between the concepts of Backing up Data and Archiving Data. Indeed, we, at DataTrust, are still finding this confusion alive and well in the ranks of IT and Data Protection Professionals today!
At a high level, the main differences are: Backing up data is a safeguard for data that is in use.
In effect, our DataTrust Archiving Service gives you access to your data when you need it, therefore optimising your systems, so that they can deal more effectively with current business tasks.
To avail of our service or for further enquiries, please Tel: (01) 404 5129
At a high level the main differences are:
An Example to Illustrate:
Data Backup: “We are currently negotiating a Contract with XYZ (Dublin) Ltd. Can I have last Tuesday’s Version of the Contract, please? I don’t want the most recent copy – we seem to have lost our way a bit and I want to go back to a point in time.”
Data Archive: “We agreed a contract with XYZ (Dublin) Ltd. in August 2005. Can I have a copy of that please?
|Data Backup||Data Archiving|
|Copy(s) of Data||Original Item|
|Original Still at Original Location||Removed from Original Location|
|Changing - So Retaining Versions May Be Important||Single Item Of Record - Versions Not Possible|
|Each Copy is Same Size as Original (Predictable Cost)||Unbounded Size (Need to be Cost Effective)|
|Definite Retention (days, months, years, etc.)||Indefinite Retention ( > Decades)|
|Live Changing Date to be Protected||Static Unchanging Data to be Retained|
|Indexing Not Required||Indexed for Rapid / Intelligent Searching|
The significant differences here is that the Contract agreed in 2005 is an Unchanging Matter Of Record of which there could only be one version, whereas the current contract being negotiated is an ongoing Work In Progress for which a Final Version has not been agreed – so it may be important to retain all iterations / versions of the Contract as it is negotiated.
Once an organization has a firm grasp of the differences, it doesn’t take long to realize that both backup and archiving are necessary, complimentary services for organizations of all sizes, especially those bound with Legal & Compliance Requirements.
The main focus or “raison d'etre” for Data Archiving is to provide a Low Total Cost of Ownership historical reference of information. The archive process' final product is a long term (decades) non-changeable copy of data or information.
It is understood and accepted that the archive media must be resilient, capable of surviving over long periods of time and must guarantee that the archived data remains unchanged during the entire archive lifespan. There should be an index of the archive media to facilitate rapid and easy retrieval.
The Function of Data Archiving
Another function of Data Archiving is to declutter underperforming “clogged up” systems. And most of these files are either rarely used, duplicates, or completely obsolete.
Storing this kind of data on your primary server will slow it down and decrease its search speed and performance. In order to maintain optimal performance of your primary servers, you need to regularly take older or less active data and move it off to another archival storage system.
Effectively, most Archive Systems will be storing Unlimited Amounts of Data for, relatively, Infinite Periods of Time; Total Cost of Ownership is an important factor.
The Focus of Data Archiving is for e-discovery. It's nothing like a data backup that runs as a batch process every night. With archive systems, data is archived in real time as they're being created or received.
Another difference between the two is the level of detail that archives store. Data archives store all of the metadata in a file. For example, in emails, a data archiving product stores the subject line, the sender and the receiver, and perhaps even looks into the body and attachment for key words.
Archives store all of this information in a database as well as store the document and email attachment in a similar way that a data backup system would. But essentially, archives take data and put it into a database that can be searched, whereas, in a backup system data is just stored on a tape, with no search capabilities.
Basically because Data Archiving and Data Backup have two totally different, albeit complimentary, purposes your data archiving purposes are very unlikely to be met by your data backup application.
If someone asks you for a specific email or file, you're not going to be able to go to your data backup system and fashion a query to yield the desired results. For example, let's say you have a full backup of your system for every Saturday of every week for the last five years.
Then your boss comes to you and says, "I want all files and emails with this particular Surname in them." In theory, you would have to restore and search all backups, in turn, until you have found all the files. That would mean restoring 5 Years x 52 Saturdays = 260 Backups and searching them all individually! This is, obviously, not an option.
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Pat Stephenson North's Property
This firm has used DataTrust to provide backup facilities for over 8 years now. In the course of that time we have never had a failure, any queries that we have raised have been quickly resolved...
Mary Arnold & Kalanne O'Leary O’Leary Arnold & Co. Solicitors
We have being availing of the services of Data Trust Limited for 11 Years . . . the service is extremely efficient and friendly
Sarah Hayes Inns Court Legal Cost Accountants
...highly efficient service provider delivering an excellent service in plain English.. .. extremely helpful in fixing any problem that may arise with our system. . .
Charlotte Vaughan Provident Financial Group Ltd.
We then backed up on tapes and CD’s but this was proving very hard in order to keep an offsite backup up to date.
Celine Florence French Property Experts
...from the moment I got in touch with Datatrust it was obvious I had nothing to worry about. .I always felt I was in very capable hands . . . no hesitation in recommending these guys . . .
Les Griffin Bikeworld ( www.bikeworld.ie/ )
Solicitors have a duty to protect their clients’ data – the consequences of neglecting that duty does not bear thinking about. As with all Legal Practices, we engage a Third Part IT Support Partner.
David H. Christie, Partner Christie & Gargan Solicitors
I can heartily refer the team at DataTrust on the basis of the enthusiasm and professionalism with which they support my Team and I.
Michael Hegarty Smyth O'Brien Hegarty Solicitors
We have been using Datatrust for our corporate online backups since they began offering this service in 2004. Moving to an Online Backup solution has given us far more confidence that our data...
Michael Joyce, Managing Director Broadcast Video Services
This firm has used DataTrust to provide backup facilities for us for over 8 years now. In the course of that time we have never had a failure, any queries that we have raised have been...
Paul N. Beausang Paul N. Beausang & Co. Solicitors
Truly excellent all round service – Second to None . . . These guys looks like they have read, digested and delivered the quality service manual!
Bob Flynn iCommunity ( www.icommunity.ie )
I can wholeheartedly recommend the DataTrust Online Backup Service. We use them, as a partner, for Recovered Data Vaulting.
Keith Cooney, Managing Director DataRescue Data Recovery Services
Truly excellent service! Always there when we need them. Weekly reports are great.
Ciaran Maher Maher Gleeson Estates
. . . . since 2006 . . . have always acted in a proactive manner with expertise and in a timely manner. Would highly recommend them.
Tom Baldwin, Principal Early & Baldwin Solicitors
I am very happy with the service I have received from Data Trust. We have been a customer since the company’s inception and I find the staff very friendly and helpful.
Lisa Duggan, Accounts Manager Techplus Ltd
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Cecilia O'Neill Lernihan O'Neill Solicitors
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Michael Gilmartin, Managing Director Legal & General Software
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Dr Syed Babk Taori The Glendale Clinic
They are always available to take a call and answer queries, in fact I don’t think there’s anything they don’t have an answer for in this area!
David Cawley Allegro Acoustics
With eight busy creches on the go, the last thing I could occupy my time with is worrying about whether our systems were being backed up or not.
Deirdre Kelly, Managing Director Links Childcare
We have been using DataTrust to look after all our Data Backup Requirements for the past number of years.
David Fitzgerald, Solicitor Fitzgerald & Company Solicitors
This is the way things should be and are going to be. . . Excellent System
Thomas Loomes Thomas Loomes & Co. Solicitors
As a busy legal practice, backup is critical to our business. It is imperative that in the event of a system failure we can access all our files and client information immediately.
Peter McDonnell Peter McDonnell & Associates
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Olivier Florence Flo Web Design Ltd
The security of our company data was a constant concern for us – as I am sure it is for everybody, at some point in time.
David Blennerhasett, Sales Director FG Wilson Engineering (Dublin) Ltd
They were terrific, not only did they manage to regain the information we had originally lost but also had our machine running like new. Lesson learned we signed up to their Online Backup Service.
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For over ten years. . . demonstrate a full understanding of our business needs and provide timely, resilient, scala
Clare O'Sullivan Broadcasting Authority of Ireland
We have dealt with Data Trust for many years now . . .have gone above and beyond the call of duty to help us with our I.T. issues.
David Sherlock Sherlock & Co. Law Searchers