Although file archiving can be used for other things as well, the most popular use of file archiving is to free up space on active storage and store digital files for long-term use. Organizations can utilize it to keep data seasoned files separate from the main storage to efficiently handle data. Companies need archiving to optimize performance, to make sure they are compliant, and to protect very valuable information that may happen to be lost.
Can you think of searching for an important document just before a crucial meeting? Funnily, if your files are spread over multiple devices and emails, finding the correct one can be stressful. The great thing about file archiving is it keeps all essential files organized and easily accessible whenever there is a need. Besides that, it also enhances data security.
How does file archiving work?
File archiving consists of compressing and moving inactive files to an existing or specified storage location, either on premise / on site or in the cloud. Files can be stored in the format in which they were originally, or in specially developed archive formats like ZIP, RAR, etc. However, these files can be retrieved whenever needed. First of all, there are three ways to archive files.
- File management is done manually, and files are moved to external storage, such as a hard drive or shared network.
- They create regular snapshots that serve as backups and restore solutions for companies that have lost or corrupted data.
- Automated indexes, file storage, and retrieval systems are available for dedicated file archiving systems.
Why do companies need file archiving?
Both businesses and services generate a huge amount of data every day, and it is, therefor,e important to manage and store information in an efficient manner. Without a systematic archiving structure, the companies are highly likely to misplace important documents or hinder operational activities.
The one major concern here is the internal threats, i.e. employees, contractors or even ex-staff members who might intentionally or unintentionally damage data. A good file archive system will record who has access and can change a document, so rogue users are less likely to be sneaking around with your data.
In addition, the healthcare, finance, and legal services industries have to abide by various rules in terms of data retention. File archiving ensures these requirements are met, avoiding potential legal penalties.
Benefits of file archiving
- Improves Storage Efficiency
Keeping every file in primary storage increases costs and slows down system performance. Archiving transfers non-essential files to cost-effective storage solutions, optimizing space.
- Enhances Data Security
Archived files often include encryption and strict access controls, reducing risks from cyberattacks or accidental deletions. For example, if an employee attempts to download multiple confidential files, a robust archiving system can detect this behavior and trigger security alerts.
- Facilitates Data Retrieval
A well-indexed archiving system will make it easy for a user to find the document they need. File archiving makes it easy to find anything, right from old contracts to financial reports.
- Reduces Compliance Risks
Companies are often required to retain specific files for a specific amount of time. Archiving solutions are used by organizations to stay compliant with retention policies and secure deletion rules when needed.
The role of internal threats in data security
Although many businesses invest exceedingly in external security measures such as firewalls and intrusion detection systems, they neglect internal threats. Sensitive data can also be accidentally exposed by employees, contractors, and partners, or access privileges can be misused by employees, contractors, and partners.
For instance, a discontent employee might take a copy of the company data before departing from the company. However, without proper monitoring, these internal threats pose huge data breaches. Strict access control and checking systems in file archiving will help to reduce these risks.
File Archiving vs. NAS Cloud Gateways
File archiving may be an alternative for some businesses to use NAS cloud gateways. These gateways provide metadata storage and gateways to global file access, and for the most part, they do not offer true archiving capabilities. NAS gateways do not support regulatory compliance or have long-term data retention strategies, unlike dedicated file archiving solutions.
The future of file archiving
As volumes of data grow, companies have to adopt smarter archiving strategies. Users can now use their natural language queries to search for archived files with the use of AI powered search tools. Instead, employees can say, “Find all invoices from 2023” or “Display contracts related to project X.”
And given today’s landscape, it seems that the file archiving market will continue to morph as technology progresses to become more efficient, secure, and more in line with compliance. Organizations that invest in modern archiving solutions will improve their data management and reduce the impact of this risk by addressing internal threats.
The role of file archiving in preventing internal threats
Although the primary focus of organizations is on external threats, internal ones are also just as, if not more, dangerous. Employees, contractors, and trusted insiders often have direct access to sensitive data, making it easier for them to misuse or leak information. File archiving plays a crucial role in mitigating these risks.
A robust file archiving system tracks who accesses, modifies, or moves files. By flagging suspicious behavior early, companies can intervene before data leaks or security incidents escalate. Organizations can set up alerts for unusual activities, such as:
- Sudden large file downloads by a single user
- Unauthorized access to confidential folders
- Frequent modifications to critical files in a short period
Preventing data theft and unauthorized access
Internal threats often arise when employees feel undervalued, mistreated, or overlooked. If someone intends to take confidential company data when leaving, a file archiving solution can:
- Restrict downloads of large file batches
- Require multi-factor authentication (MFA) for sensitive files
- Maintain logs of all data transfers for auditing purposes
Compliance and legal protection
File archiving ensures compliance with regulations that require companies to store and protect sensitive data. Industries such as finance, healthcare, and government must follow strict retention policies. If an internal threat compromises data, having an archived record allows businesses to recover and demonstrate compliance.
Failing to meet these standards can lead to hefty fines, lawsuits, and reputational damage. Companies that archive data properly can provide documentation when needed, reducing legal risks.
Choosing the right file archiving solution
Not all file archiving solutions offer the same features. Companies should look for options that:
- Ensure scalability – As data grows, the system should accommodate increased storage needs without performance issues.
- Enable fast search & retrieval – Indexed archives allow users to find specific files quickly.
- Provide strong security measures – Encryption, access controls, and audit logs help prevent unauthorized access.
- Support compliance requirements – The system should align with industry regulations and legal standards.
- Integrate with existing systems – Compatibility with cloud storage, email servers, and collaboration tools ensures seamless operation.
Conclusion
File archiving enhances data management, prevents security breaches, and ensures compliance with legal regulations. More importantly, it helps protect organizations from internal threats by monitoring access, controlling data movement, and preserving records for future audits.
Companies that fail to implement proper archiving solutions risk data loss, inefficiencies, and security breaches. Investing in a secure and scalable archiving system ensures long-term data protection and operational efficiency.
