Archiving for IFS Applications™ is not just one action and is made up of a number of different outcomes.
When going through the archiving process with our partners, we have found that they often have more unused data than they know what to do with. When it comes to the basics of data management of their IFS Applications™ we are usually asked what they should do with their data. While there isn’t a hard or fast rule to exactly what records are important to your company, in our experience it often comes down to the industry they operate in.
Here are the three outcomes of archiving, how they differ and how they can benefit you. A mix-and-match approach can be deployed, depending on the data in question:
Not every piece of data is needed all of the time, some must be kept for an extended period because of compliance or legislation reasons, but there is no need for it to be mixed in with the data you need day-to-day. Redundant or historic records are prime candidates to be moved.
Basically, anything stagnant and currently not being used but may still be applicable in the future up to a certain point in time should be archived and moved. The aim here is to keep the data you don’t need out of the way until a time you need it.
When records have been kept beyond all retention requirements, then it is time to finally let go of it.
Removing records is a permanent action and it is always best practice to review your businesses data retention policy before taking these steps. Data retention policies help a company ascertain what records to eliminate and how often they are eliminated. In particular, some information has to be deleted after a certain amount of time due to legal and compliance reasons, or a change in corporate structure may require it. The trick here is being able to automate this process as much as possible which can be easily achieved within IFS Applications™. This saves staff a lot of time and helps ensure compliance and maximum efficiency.
Businesses working with high-security information like those in the aerospace and defence industry or personal records like those in medical institutions may need secure storage for any data deemed central to their operations in addition to a traditional full backup. Similarly, copying can be useful where a dataset evolves over time and a snapshot at regular intervals is required.
As I said, there is no one solution that fits all businesses, but we can simplify this with our experience in understanding data relationships and industry best practices.
If you would like more information on Archiving for FS Applications™, click on the link to find out more.
or would like our guidance on the matter or even help to develop a data retention policy, click below to get in touch.