Glossary

Enterprise Archive

An enterprise archive provides a secure, long-term storage solution for an organization’s electronic information. These invaluable records can include emails, documents, and other digital files. A reliable enterprise archive plays a crucial role in protecting your company’s data from loss or destruction.

How Does an Enterprise Archive Work?

Understanding how enterprise archives work makes it easier for you to determine whether an enterprise archive is the right fit for your business. It also helps you decide what solutions to seek and how to design your implementation process. With that in mind, note that an enterprise archive solution typically includes two parts:

  • A physical storage system, such as a tape library, for your records
  • An electronic repository that stores your metadata and provides access to your records

Your organization’s IT department is responsible for managing your enterprise archive. IT works with you to determine what storage system best suits your needs and helps you select a solution that meets your budget and performance requirements.

Why Do You Need an Enterprise Archive?

Implementing a formal enterprise archive system is a significant investment in your business and data security. Do you really need it? The answer to that question is a resounding “Yes!”

Here’s why:

1. An enterprise archive assists you in meeting compliance obligations.

If your business is subject to any regulations, you likely need to retain certain records for a set period. An enterprise archive gives you a way to do that. It also allows you to manage your documents more effectively. Doing so can help you avoid hefty fines.

2. An enterprise archive protects your data.

Your business records are a priceless asset. They contain critical information about your customers, finances, and operations. Losing them can be devastating to your business. An enterprise archive minimizes the risk of data loss by providing reliable, long-term storage for your records.

3. An enterprise archive improves your efficiency.

Trying to find a specific email or document can be time-consuming and frustrating. An enterprise archive puts all your records in one place, making them easy to find and retrieve. Convenient and centralized access can save your employees time and help them be more productive.

4. An enterprise archive supports your business continuity efforts.

In a disaster, your enterprise archive can get your business up and running again quickly. It does this by providing an off-site storage location for your records, so even if your office is damaged or destroyed, your documents will be safe and sound.

5. An enterprise archive helps you make better decisions.

Your business records contain a wealth of information you can use to improve your decision-making process. An enterprise archive gives you quick and easy access to that information when you need it.

What Are Some Best Practices for Implementing Enterprise Archives?

The benefits make enterprise archives an easy-sell to management and shareholders, but avoid the mistake of rushing into things. Familiarize yourself with the best practices to reduce the risks of costly errors and pushback from staff.

Use these five tips of implementing enterprise archives to get started:

1. Define your objectives.

Take some time to think about what you want to achieve with your enterprise archive. Do you need to meet compliance requirements? Improve your efficiency? Protect your data? Once you define your objectives, you can look for solutions to help you meet them.

2. Assess your needs.

Not all enterprise archive solutions are created equal. Some are better suited for certain types of businesses than others. To find the right solution for your needs, assess your business requirements. Answering these questions will refine your options:

  • How long do you need to keep records? 
  • How much space do you need? 
  • What kind of records do you need to store?

3. Choose your solution.

Now it’s time to choose your enterprise archive solution. Several storage solutions are available, so take the time to compare your options. Be sure to consider factors like cost, performance, and compatibility when deciding.

4. Implement your solution.

Once you’ve selected a storage solution, it’s time to put it to work. Implementation can be a complex and challenging process, so be sure to work with a team of experienced professionals. They can help you plan and execute your implementation strategy, ensuring everything goes smoothly.

5. Gather feedback.

After your enterprise archive is up and running, take some time to gather feedback from your employees: 

  • What do they think of the solution? 
  • Is it easy to use? 
  • Are there any areas that need improvement? 

Use this feedback to fine-tune your solution and make sure it’s meeting your needs.

The Bottom Line

Now that you know more about enterprise archives, it’s time to start looking for the right solution. Keep the factors we’ve discussed in mind and include LeapXpert on your shortlist of options. 

Reach out to our team for more information. We would love to hear from you!