June 7, 2016

From passive storage to active information repository – the revolution in enterprise archiving

Heikki Vepsäläinen

Lead Solution Manager, Archiving, Tieto

As businesses are becoming increasingly digital, archived information becomes a treasure trove of useful data you can use for business continuity and growth. Archiving as a Service in the cloud is a step towards a truly information-led business.

Archiving is rapidly evolving from passive document storage into an actively used information repository. Using existing and newly collected content to make informed, fact-based decisions will become the key to a successful business transformation.

You need a new approach to archiving

In today’s digital world, the volume of information you collect is tens of thousands times more than in the old days. Archived information, although removed from active business applications, still needs to be continuously tapped into. To some extent, it should even be opened up for external parties such as customers or consumers. Think if you could help your customer find out which slabs he purchased for his garden three years ago. Or if her blender warranty is still valid.

Compliance requirements and the EU data protection and privacy regulations with their regulated retention times and disposal rules add a further twist in what archives need to accomplish. The “save-everything-forever” mode will be a losing proposition for the future.

That’s why it is a good idea to deploy a consolidated enterprise archive instead of the typical siloed point solutions that have only simplistic functionality. A unified archive will be able to collect large volumes of multiple types of information from multiple sources and enable rapid access at any time with any device. Archived information can be further analysed and used to its fullest benefit.

New efficiency through archiving in the cloud

Archiving as a Service means a cloud solution for the storing, managing and sharing of your business information. It is a unified archive that supports all archiving methods your organization might need. It helps you off-load your active systems and even bring your legacy data back to life while cutting your daily operational costs.

You can combine all enterprise archiving needs to one secure, centrally managed and highly versatile archiving cloud solution that scales practically with no limits.

Open up your information for better customer experience

Allowing customers access to your archives contributes to a better customer experience, one of the top factors that creates competitive advantage. You could, for example, let your customers view their purchase history online, or give them access to existing agreements. With robust and configurable access permission management, you can do this safely and to the extent that brings the best business benefit.

Archive anything from anywhere

A cloud-based archive can accept any format from documents to databases – or even complete data systems, applications or websites that have reached their end of life. New source systems can be easily added as your needs evolve.

As with all cloud solutions, there is nothing to install. The initial investment is low, and users simply need a browser to use the archive. The best Archiving as a Service solutions even include open interfaces for easy connectivity to your other business applications.

Analytics helps you find new business

When migrating to a cloud archive, you should make sure it has advanced analytics capabilities or it can be connected as one source for analytics. This enables you to find opportunities within your archived information for extracting more revenue from pockets that otherwise would go unnoticed. Similarly, analytics may reveal customer behaviour patterns from your collected data that create totally new business opportunities.

In the next blog post, I will go deeper into the nuts and bolts of setting up a new-age archiving system and how to migrate your existing information easily and reliably.

Meanwhile, read more in our white paper Transforming your enterprise archiving.

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