Just as a data backup plan is an essential part of any IT organization, so, too, is a data archive plan, especially if you have a broad assortment of electronic and non-electronic items to protect.
Although a data protection and management plan addresses the protection, security and access of data, when coupled with an archiving plan, it also provides storage capabilities that you can use over extended time frames.
Reasons for archiving data include the following:
A data archive plan provides specific rules, standards and guidelines for the following:
When preparing a data archive plan, run through a four-step process. Use your data backup and data management plans as starting points. Analyze the types of data and information that you must place into longer-term storage. Establish metrics for retention, access and other activities. Finally, consult with subject matter experts and management in your organization to make sure you have identified the necessary data and met archiving requirements.
Aside from data that you must retain for several years -- depending on your data retention policy -- you might also need to protect and retain additional non-electronic information for periods of time. Carefully consider storage options for such archives.
The table below lists examples of non-electronic items that you may need to archive.
You can scan and digitize certain items for storage. However, your organization might also need to retain original documents for legal or regulatory purposes. Original content, such as paintings and other artwork, might not lend itself to digital storage and could also have strict environmental requirements for long-term archiving.
Creation and preservation of metadata is also a key consideration for data archiving. Preservation of metadata must be a consideration when developing a data archive plan.
29 Jan 2020