With your business growing and conversations becoming more complex, it becomes crucial to have an economic, offsite data archiving service which will help you to protect your data for compliance reasons. Data archiving is a must for legal issues.
An effective archiving strategy will capture all the dynamic content of your website which can be used to prove your compliance in case a dispute arises in the future. Here are a few quick tips which will guide you when you are planning on archiving your data.
- Think about your requirements
You need to consider what type of data associated with your business needs to be kept for a certain period of time. The retention period may be different depending on the data, department, project, and management.
- Identify your obligations – both legal and regulatory
Your recording and data retention strategies must be such that they can fulfill your business’s both legal and regulatory obligations. Remember that an appropriate retention period is a must and if data is not preserved long enough to meet the obligations, then you might have to bear the penalties.
- Recognize which data needs to be preserved
If you retain all the information for a very long time then you would be compelled to present information that’s either extinct or not required. A better retaining policy would be to archive the information which is vital.
- Employ the best workforce
While laying out your data archiving strategy, you should collect the best workforce of your organization, who have the knowledge of business needs for a department and as a whole. Having a complete idea of your company’s data needs will help you set the most effective archiving strategy.
- Gather information
If your company already has a storing policy regarding existing records then that is the place you start. Assign an appropriate retention period to the data being archived and maintain a retention schedule. If you start immediately, your initial retention period can be indefinite until the policy is properly laid out.
- Determine the specific retention periods
Now, it’s time to set the specific retention periods keeping in mind the minimum periods for the legal and regulatory obligations. Segregate your data according to the regulations and then consider whether you want to have the same minimum retention period for all kinds of information or different.
- Easily Accessible
The data you archive must be accessible, easy to find and readily retrievable. Your archiving policy must be such that data is properly classified, has an automated search facility and data de-duplication facility.
- Use the right tools
While an indefinite data archiving policy is deployed, and permanent retaining schedules are being developed, your company’s IT department can review the archiving policy by understanding the technology. This will reduce the chances of destruction in the future. Through this interim data, IT can estimate the storage space required for retaining.
- Determine your business needs
While forming the archiving policy consider how often will the data be accessed. Also, make a rough idea of your data reach outside the business. The purpose of the data archived must be clear, both for the creation and its distribution.
10.Documentation of your data retention policy
The data retention periods which you have just established must be recorded precisely. This must be done both with the intention of distribution to users and also for the legal record for defense. An elaborate record is not required, just the specifics about different categories and their retention periods.
How Stillio can Help You?
Stillio can solve all your web archiving problems easily. Since websites nowadays are continuously evolving, you need an effective tool to keep a record of your business communications. Capturing all details can sometimes become troublesome.
With Stillio this stressful process can be automated. You can schedule the archival process daily, weekly, monthly or yearly as per your choice. It includes all the ads, images and other dynamic elements with 100% accuracy. You can read about the whole web archiving process here.
Since Stillio is one way to leave your website on autopilot, your employees are left to do other important tasks such as developing new ideas and problem-solving.