Archives Are Not Fancy Backups
All too often storage vendors and records managers treat corporate archives as an electronic hedge against lawsuits. While having a defensible records and archiving strategy consistently practiced is important, limiting the view and value of archives to this misses huge opportunity. Consider this; every document, memo, download and email someone writes has value. When you collect all of them together in an archive, you get big content – the unstructured sister to big data. This archive collection holds amazing potential – potential that goes largely untapped in organizations today. It has legal value – to be sure. But it also provides important insight into areas such as:
- What projects the company was working on at that point in time. This helps you trace the evolution of corporate thinking and plot out trend lines. It also helps you avoid reinventing the wheel and can provide a “jumping off point” for future projects that are related.
- People who worked together on a project, even if they didn’t work on it at the same time. This helps foster social ties in the organization by creating lines of introduction and commonality between people who wouldn’t otherwise interact. Fostering those ties provide strong lines of communication and action to get tasks done-especially when normal process breaks down or when tight deadlines require a short path to getting work done.
- Transforming internal content into internal research. Think about all the smart people in your company. Think about the content they produce. Chances are that somewhere along the line, something they created will be useful to you. Why would you want to bury it in a digital landfill or hide it in an offline backup?
AIIM has found that people overwhelmingly find it easier to locate information on the web than on internal systems (71% said so!) This is because so many internal systems focus on keeping information OUT of reach and OFF line. While it is understandable that cost considerations largely drove this kind of thinking in the past, active cloud archives have upended this kind of thinking.
A recent report by backup industry titan Symantec illustrates how the legacy vendors miss the point. Their report titled, “Your Backup is not An Archive” has a great title, but they talk about how best to pull archives away from users, offline and out of reach. This effectively buries useful content that was previously created. Take a look at that AIIM statistic again.
71% say it is easier to find information on the web than on internal networks. What kind of information are they looking for? It’s research. It’s created by people not known to them. It was created previously – usually outside of the 30-day range that big legacy archive vendors use as their “take it offline” benchmark. The reason we find it easier to get information on the web than on our networks is because vendors and records managers are very good about taking information away “to preserve it”.
Digitiliti is different.
Digitiliti believes that information can be safely preserved while keeping it available to end users. It is available as research, as collaborative starting points and yes, even as that hedge against legal actions and an eDiscovery helper. Our cloud based system provides easy access to end users and administrators alike so that content may be searched, found and used – long after its original creation date and original purpose. Digitiliti puts your IP to work for you by keeping it within reach, indexed, collected, organized and available. Of course we have protections built in like native Active Directory and LDAP integration and retention management rules. But most importantly, Digitiliti understands that information has value and that it is unthinkable that business should bury that value.
Check out Digitiliti today and schedule a demo so we can show you how you can start making your information work for you.