Active Cloud Archive™ for Document Retrieval & Management

Content Management with Archival Capabilities

If you’ve ever found it tedious or counter-productive to pack hard-copy paper files and records away into cardboard boxes (never to be unsealed) … we have a solution!

Ditto for the headache of trying to track down critical business documents and records across different drives, online storage “boxes” or even employee’s personal computers.

InfoPreserve’s PreservationVault provides users with an “active cloud archive” a one-stop where you can upload and organize digitized business data – and then find it whenever you need!

PreservationVault couples robust content management with archival capabilities for your documents, records and emails to ensure easy sharing and collaboration instantaneously, but also that your business data is safe guarded for the duration of its life.

What is An Archive?

Depending on who you ask, the relayed definition may vary!

“Record storage” – in the context of running a business – once meant archiving all of your important files by printing and storing them in boxes and seating those boxes in a file cabinet. Those file cabinets, in turn, would be “banished” to the basement in a file room, or at an offsite storage facility. Unfortunately, many paper documents still meet with this same fate today. This is not only wasteful, but a waste of time, ultimately being counter-productive to your business operations!

The Digital Age

What’s the benefit fully digital storage platform hosted on a private cloud?

As more and more information began to be generated digitally, IT professionals worked hard to convince employees to back up files on their server or external media like floppy disks or CD’s. In reality, few people took the time to backup their data because the process was time consuming and cumbersome. If you did not regularly back up your data correctly, you could experience massive data loss.

What happened next: Servers were packed to their limits and IT professionals were looking for ways to find space. A temporary solution – move old files to tape backups, CDs, and eventually USB flash drives, proved just that – “temporary.” It created a false sense of security. The documents were “backed up,” but not truly “preserved.”

 Adding more drive space was an understandably costly solution, regardless of a company’s niche or amount of “spending cash.”

Retrieval and restoral of a file off a backup was also (and remains) an expensive procedure. Simply indexing a computer tape can cost over $25,000. Additionally, you may run the risk of inability to access or “read” a document that is in a proprietary format. The issues that occur when a digital archiving system is not implement are numerous… and seemingly never ending!

    Looking to the Cloud

    We have been in the age of digital archiving and “back-up” for over a decade.  But “back-up” and “archive” are very different in both concept and actual procedure…

    Backup Is NOT Archive:

    Today, most people believe if they back everything up the can easily get back any file they lost.

    Back-up is actually risky and can provide you with a false sense of security. Backup is designed for disaster recovery, such as instances of fire/damage to your workspace, computer crash, or stolen equipment. Your data can be restored to the same state it was the last time you backed up your computer. Back-up is not intended to recover a single document nor is it built in a way that makes it easy to manage, search, or sort the data that was backed up.

    If you are recovering a file that was stored in an older format that is not used anymore you may have trouble opening it. How do you know if that document is the original? With Active Cloud Archive™ contained in PreservationVault, you are positive all of your data is safe, readable and the original version.

    What Is Archive?

    Archive, on the other hand, is very similar to boxing up paper records and placing them in storage, except you are dealing with digital files rather than paper files.

    Take, for example, a shared network drive that is reaching capacity. The IT manager doesn’t have the budget to add more drive space, so instead he archives the files that haven’t been accessed in a long time. Traditionally these files are written to tape and placed in storage.

    While these files are, in theory, still “available”, for all practical purposes finding and using any of them again is unlikely. It adds costs, the reconaissance is time-consuming, and most IT departments do not have the staff to do this unless it’s an emergency.

      Active Cloud Archive™

      By moving these files to the InfoPreserve’s cloud-based, secure, compliant repository PreservationVault, you can now have full capability to manage and access these files, but only for as long as you need them. You can still instantly search and find any document based on its content. With the added benefit of  full retention management, you also know when you no longer need to keep a document. This provides you with the ability to quickly and efficiently respond to regulatory requests or legal discovery actions as well as being able to utilize the digital assets that have already been created by someone in your business. Unique, efficient and safe you will always be able to access information that has been stored for years in seconds and all from your desktop.

      No One offers the security and convenience of this feature and all part of the InfoPreserve suite of products. Contact us to learn more about who we are and what we do, or to set up a free initial audit.

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