Data archiving: What to ask before you invest
Data archiving is a practical way to rein in rampant data growth. It is also an excellent option for the users to keep their primary storage "clean". Additionally, data archiving helps improve the overall performance and efficiency of the backup/recovery environments. In the event of disaster or even just everyday tasks, the appropriate archiving mechanism will offer a quick and complete way to access one's data as effortlessly as possible.
Archiving is one of the most financially responsible approaches to take from the operations side of your IT house. Ultimately, by investing in a data archiving structure, costs are significantly reduced with respect to both storage and data protection.
How to Implement an Archive for Storage
Do not be intimidated when it comes to incorporating a data archiving mechanism into your environment! Essentially, data just needs to be moved and that is basically it. In the event of particularities, there is software out there that is able to assist in the identification of activity and characteristics in order to make more informed archiving choices. As you prepare, there are some key questions to ask that will help organizations make the right choice that best suits the needs of their IT sphere.
The Questions to Ask:
- What is the type of data you are interested in storing? Many people archive data that is considered "cold" which is a term describing data that hasn't been touched for more than 6 months. This type of data certainly needs a safe and secure storage place because it may be needed for compliance audits or for a future legal case. Whatever the reason for storage, the most important point is that data is stored properly so that is will not be lost or destroyed. A good archiving solution will also show the information of who looked at the data and when they looked at it.
- What type of technology are you using? The backbone of storing data is a mixture of both hardware and the media. Updates of firmware and software alike are vital to the success of future storage. Another aspect to this question is regarding interfaces and their need to be upgraded over time. Did you know that tape has a long life? So long, in fact, that if it is not used much and is properly stored, it could last up to 100 years! As for hard disk, some people believe that if they power down their drives, it will last longer, but this has proven to be problematic, and ultimately can result in DUDL, also knowns as "Data Unavailable Data Loss". Although SSD don't have parts that are mechanical, they function electronically, resulting in degradation of their cells, leading to burn-out. With SDD, vendors are not aware of what their long term retention is, but they are indeed guaranteed for 3 years. It's vital to remember that as man-made tools, they will eventually ALL wear out. Planning and testing are the most important things to do to, regardless of your chosen technology.
- What is the format of your data? The "bits" must be persevered in order to guarantee the usability of your stored data over time. Remember, hardware must also be available to help read the data, as well as an application which will help interpret it. It is a MUST to have a system that will check on the readability and usability with respect to your stored data.
- Where is the archive? Is it in the cloud or is it on premise? Keep in mind, we are living in an age where we are officially able to view cloud storage as an archive solution for the long-run. The cloud has been a great technological advancement, however, there are inherent downsides to using it for long-term retention. When it comes to costs, the cloud offers the option where you can pay as you go, and this is appealing to many. Another positive of using the cloud for storage is that the provider which companies chose to manage their cloud will likely ensure the balance of the type, age and interface of the storage device. What is so good about this? Well, clients will have the satisfaction of knowing that their data is always available and will be accessible! So, what are the negatives to using this advanced option? Over time, it is inevitable that data will accumulate, which means that the overall cloud cost will grow right along with your archive. Quite a bummer, but it is inevitable. However, do remember that using the cloud will be a more cost-effective option than moving data to the data center. The biggest downside to the cloud is the chance that when data is necessary for a recovery process, system restore, or issues with compliance, the time it takes for data to travel from the cloud to the data center will likely be much too slow. The need for data-retrieval mentioned above are time-sensitive, and so data needs to be readily available and able to move quickly in the event of possible disasters.
- What do you know about your data? Though many administrators are aware of the capacity of their storage, they are not likely able to recall the amount of data stored for each application, who the owner is, and finally, the age of the data. Luckily, software exists that can find out this information by scanning the environment and producing reports with appropriate information. These reports give departments a clear picture into what should be archived and will quickly help find needed data. At the simple stroke of a button, companies can have a report at their fingertips which will give various bits of information that is essential in order to manage capacity, cost, and potential expansion. Changes can then be made almost immediately when needed. Talk about convenience!
Archiving is VITAL!
Data and storage management is a complex task -- and archiving is just one piece of that particular puzzle. However, it is vital to ensure the performance and health of your IT environments. The archiving process can be completely automated, and organizations can almost be guaranteed with business continuity. This important step is the surest way to protect against atrophy of data, slow systems, and unbearable costs for storage expansion. Bear in mind, the better able you are to answer the questions laid out above, the more complete and helpful your archiving mechanism will be!
Image Credit: Bedrin / Shutterstock
Jason Zhang is the product marketing person for Rocket Software's Backup, Storage, and Cloud solutions.