What Is Data Archiving?
Data archiving involves storing data that’s no longer actively used in an accessible manner for future reference or compliance. Archived data is moved to low cost storage systems, or discounted cloud storage tiers, to conserve costs and free up space for active storage needs.
Archived data remains accessible, meaning it can be retrieved for audits, historical reference, or analysis. This is especially important in industries like healthcare or finance, where records must be retained for years. By archiving, organizations can optimize active storage systems, improving performance and reducing costs. However, accessibility often depends on the storage tier. For example, S3 Glacier Deep Archive retrieval can take hours, while Azure Cool Blob Storage offers quicker access.
This is part of a series of articles about cloud backup services
In this article:
- Data Archiving vs Backup: What Is the Difference?
- What Are the Benefits of Data Archiving?
- What Are the Key Challenges of Data Archiving?
- Data Archiving Use Cases
- Key Features of Data Archiving Solutions
- Data Archiving Best Practices
- Automated Cloud Archiving with N2W
Data Archiving vs Backup: What Is the Difference?
Data archiving and data backup serve different purposes. Archiving is about storing data for long-term retention and compliance, typically for regulatory reasons or historical analysis. Data backup focuses on swift data recovery after a loss.
Backup systems are for short-term resets, restoring current operational data, while archiving manages historical data, ensuring availability over extended periods without affecting everyday workflows.
What Are the Benefits of Data Archiving?
Archiving data is useful for:
- Reducing the need for backup: Data archiving simplifies backup procedures by reducing the volume of data associated with daily operations. With less active data needing to be replicated, automated backup processes become quicker and more efficient, lowering operational costs and conserving resources.
- Increasing capacity: Archiving increases available storage capacity by offloading older, less frequently accessed data. This reclaims space on primary storage systems, allowing organizations to accommodate growth without investing heavily in new infrastructure.
- Supporting compliance: Data archiving aids in compliance by securely storing data for required retention periods. Many industries need to maintain records for years; archiving ensures compliance with regulatory standards and audits by preserving information accurately and systematically. Archiving solutions offer features like audit trails and access logs that verify compliance efforts.
- Saving costs on data storage: Data archiving significantly reduces storage costs by transferring inactive data from high-cost primary storage systems to more affordable, long-term storage solutions. By offloading historical data that no longer requires frequent access, organizations can minimize the need for expanding expensive storage infrastructure.
✅ Pro Tip: Use N2W to archive AWS backups automatically to S3 Glacier tiers, saving up to 98% on storage costs while retaining easy access to critical historical data.
What Are the Key Challenges of Data Archiving?
In large organizations, data archiving often presents significant challenges. Here are a few of the most common issues:
Data Retrieval Complexity
As the volume of archived data grows, efficiently retrieving specific information can become a significant challenge. While archived data must remain accessible, navigating large datasets to find relevant information can be time-consuming without proper indexing or search tools. This complexity increases when organizations manage multiple archive formats or storage systems, making the retrieval process less straightforward.
✅ Pro Tip: N2W provides centralized management dashboards with tagging and automated policies, simplifying retrieval and ensuring archived data remains accessible without manual intervention.
Compliance and Legal Risks
Failure to adhere to strict compliance regulations can lead to legal complications. Different industries have specific data retention and deletion requirements that vary by region, making it difficult to manage compliance across jurisdictions. Without proper oversight, organizations risk retaining data longer than necessary or prematurely deleting records required for legal audits, potentially incurring fines or penalties.
✅ Pro Tip: N2W integrates with IAM tools to enforce access controls, monitor compliance, and it can automatically generate reports for audits, reducing the risk of human error in managing retention policies.
Data Corruption and Loss
Long-term data storage introduces the risk of data degradation or corruption, especially if archives are stored on physical media like tapes or hard drives that degrade over time. Ensuring the integrity of archived data is critical, as corrupted files may be irretrievable when needed for legal or operational purposes. Moreover, reliance on outdated technologies can pose a challenge, as modern systems may not support legacy formats, making it harder to access historical data.
Data Archiving Use Cases
Here are three common examples showing how data archiving is used by organizations.
Email Archiving
Email archiving targets the retention and retrieval of electronic communications. It stores emails securely, making them accessible for compliance audits, e-discovery requests, and business analysis. This helps maintain transparency and organization within regulatory frameworks.
Email archiving products may provide search and retrieval tools, allowing users to locate specific emails swiftly. These solutions facilitate legal conformity, particularly in industries where email compliance is legislated, ensuring that organizational communications are preserved and accessible.
Database Archiving
Database archiving involves relocating infrequently accessed data from databases to a repository where it remains accessible but doesn’t impact database performance. This reduces the cost of managing large datasets and simplifies database operations.
By archiving seldom-used data, databases operate more efficiently, enhancing performance for active applications. This supports data management best practices and helps retain critical data for historical analysis without straining system resources or operational budgets.
Web Content Archiving
Web content archiving captures and preserves web pages and content regularly, ensuring historical records are maintained for compliance, marketing, or research purposes.
By storing web data outside their primary website infrastructure, organizations prevent loss due to website changes or digital transformations. It simplifies content management and ensures that pertinent information remains accessible, even if the original site is altered or taken offline.
- Use tiered storage strategies for cost efficiency: By categorizing archived data by retrieval frequency, you can assign it to storage solutions that best balance performance and cost (e.g., hot, cool, and cold storage in the cloud).
- Implement archival indexing and tagging: Include tags for data category, retention requirements, and origin system to enable targeted search and fast access, particularly for regulatory or compliance requests.
- Perform periodic integrity checks on archived data: To identify potential corruption or degradation, especially for physical media. Using hashing or checksum tools ensures data remains intact, even after years in storage.
- Integrate archiving solutions with backup and DR: Though archives aren't typically part of active recovery, knowing where archives reside and how to restore them in emergencies is crucial for comprehensive DR planning.
- Optimize archival storage location based on data residency requirements: Store archived data in geographically appropriate locations to ensure compliance. Different jurisdictions may have varying requirements, so cloud provider locations and data sovereignty options are key in your setup.
Key Features of Data Archiving Solutions
Here are some of the key features in modern data archiving solutions.
Centralized Archiving
Centralized archiving consolidates data from various sources into a single repository, simplifying access, management, and compliance monitoring. This approach reduces redundancy and aids in retaining consistency across dispersed datasets.
Through centralization, organizations streamline operations, as all data resides in one location, boosting efficiency and security. This allows easy application of retention policies, ensuring uniform data handling strategies across the organization.
Configurable Retention Policies
Configurable retention policies allow organizations to set specific timelines for data storage based on regulatory requirements or business needs. These tools facilitate efficient data lifecycle management, minimizing storage costs and ensuring compliance.
By employing retention policies, businesses prevent premature deletion or unnecessary data retention. Such policies auto-manage data expiry, aligning document life cycles with legal standards and mitigating risks associated with data overgrowth or loss.
Integration with Cloud Storage
Modern data archiving solutions often integrate with cloud storage solutions like Amazon S3 or Azure Storage to provide scalable data retention. This integration allows organizations to leverage cloud infrastructure, reducing the need for on-premises storage hardware. With cloud storage, archived data can be stored in low-cost tiers, which automatically adjust based on access frequency.
Cloud integration also enables flexible access to archived data from multiple locations, supporting hybrid and remote work environments. Additionally, cloud providers often offer built-in security, redundancy, and compliance features that ease the burden of maintaining complex infrastructure.
Access Controls
Access controls ensure that only authorized personnel can retrieve or modify archived data. These security measures are vital for protecting sensitive information and maintaining the integrity of the archived data.
Implementing robust access controls prevents unauthorized access, reducing the risk of data breaches. They also support audit and compliance requirements by providing detailed logs of who accessed or altered data, when, and why, reinforcing trust and security.
Automatic Data Capture
Automatic data capture identifies and archives data systematically with minimal manual intervention. Solutions with this feature streamline the archiving process by auto-detecting eligible files and data, reducing the time and effort spent on manual entry.
By automating data capture, organizations ensure that no critical data is left unarchived. It enhances data accuracy and helps capture details promptly, aligning with regulatory timeframes and improving overall data integrity within archive systems.
Integration of Historical Data
Effective data archiving allows for the integration of historical data with current systems, supporting business intelligence and strategic decision-making. By blending past and present data, organizations can derive insights to drive growth and efficiency.
Data integration within archives helps maintain continuity across datasets, respect historical context, and enhance analytical capabilities. This fosters a comprehensive understanding of data trends and supports evidence-based planning and development.
Data Archiving Best Practices
Here are a few ways you can overcome the above challenges and make sure your archiving process meets business goals.
1. Develop a Comprehensive Data Retention Policy
A data retention policy clearly defines how long different types of data should be kept, based on business needs and regulatory requirements. Begin by categorizing your data according to sensitivity, compliance obligations, and operational value. This helps identify what needs to be archived, what can be deleted, and the retention periods required for each category.
Regularly review these categories to ensure they remain relevant as regulations or business priorities change. Involve stakeholders from legal, compliance, IT, and business departments to ensure the policy covers all necessary areas. This collaboration will help tailor the policy to both protect the organization and support operational needs.
✅ Pro Tip: N2W enables automated, policy-based data lifecycle management that archives snapshots to cost-effective tiers like S3 Glacier Instant Retrieve after custom-defined periods.
2. Ensure Data Accessibility
Choose an archiving solution that offers efficient search capabilities, allowing authorized users to quickly locate and retrieve specific files or datasets. Metadata tagging can enhance searchability by attaching relevant details like file type, date, or keywords, speeding up the retrieval process and ensuring data is accessible when needed.
Consider implementing tiered storage, where high-priority archived data is kept in easily accessible storage, while less critical data is stored in slower, cheaper tiers. Regularly review data access patterns to adjust storage tiers as required, optimizing both performance and costs without compromising data availability.
3. Implement a Defensible Deletion Process
A defensible deletion process involves systematically and securely deleting data that is no longer needed, in compliance with retention policies. Use automation tools to manage deletion, ensuring that data is only removed when it has met its retention period. This reduces the risk of human error and ensures consistency.
Make sure the process logs all deletions, maintaining records that prove compliance if audited. Before initiating deletion, verify that the data is not under a legal hold or part of an ongoing investigation. Implement a review process that involves key stakeholders before finalizing data removal, adding an additional layer of accountability.
4. Regularly Test Data Retrieval
Schedule periodic retrieval drills to verify that data can be quickly accessed and that the storage solution performs as expected. This practice uncovers any potential gaps in the archiving system, allowing you to address them before they become operational issues.
Use the tests to assess search functionality, recovery speed, and the accuracy of metadata or tags used for indexing. If problems are identified, adjust the procedures or archiving tools to improve performance. Document these tests for auditing purposes, and use them to train staff on the proper data retrieval methods.
5. Document Chain of Custody
Maintaining a clear chain of custody for archived data is crucial for ensuring its authenticity and integrity. Record all actions performed on archived data—such as transfers, deletions, or modifications—along with who performed them and when. This documentation provides an audit trail that can be crucial during compliance reviews or legal disputes.
Use automated tools that log all interactions with archived data, generating reports that detail the history of each file. These logs should be securely stored and easily accessible for audit purposes. Maintaining this documentation reinforces trust in the archive’s data integrity and ensures that any changes can be accounted for.
6. Encrypt Archived Data for Improved Security
Use strong encryption standards, such as AES-256, to secure data both at rest and in transit. This ensures that even if storage media is compromised, the data remains protected. Implement key management practices that control encryption keys separately from the data, minimizing the risk of unauthorized decryption.
Regularly review and update encryption protocols to keep up with evolving security standards and potential threats. Additionally, monitor and audit access to encrypted data, ensuring that only authorized personnel have the decryption keys, and enforce multi-factor authentication for any access to sensitive archives.
✅ Pro Tip: With N2W, you can backup encrypted resources and easily swap out encryption keys, as needed.
Automated Cloud Archiving with N2W
Effective data archiving is critical for reducing costs, ensuring compliance, and maintaining operational efficiency. N2W Backup & Recovery is designed to simplify and enhance your archiving efforts:
- Automated archiving workflows: Transition backups to low-cost storage tiers like S3 Glacier without manual intervention.
- Compliance and audit support: Enforce retention policies and generate detailed audit logs for regulatory reviews.
- Centralized management: Manage archiving, access controls, and policies across AWS and Azure environments from a single interface.
- Advanced security: Encrypt data at every stage, ensuring protection from unauthorized access.
- Disaster recovery readiness: Ensure archives are always recoverable, even during regional outages.
Take control of your data archiving today. Download our free Disaster-Proof Backup Checklist to discover how to secure, optimize, and streamline your data archiving process.
