August 29, 2016

Cloud archiving – how to get started?

Heikki Vepsäläinen

Lead Solution Manager, Archiving, Tieto

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. In this article, Heikki Vepsäläinen explains what is needed to get started.

In the previous post about cloud archiving , I outlined the benefits of beginning to look at your information archive as an active data repository that can reveal new business opportunities, open up new revenue streams, improve your customer experience and increase customer satisfaction.

To recap, let’s briefly summarize why an Archiving as a Service solution helps you run your business better.

  1. You can off-load infrequently used data from your active business systems, thereby increasing their day-to-day agility.
  2. Analysing your old legacy data and newly collected information may reveal customer behaviour patterns that improve your business planning.
  3. A unified archive can collect large volumes of multiple types of information from multiple sources and enables rapid access at any time with any device - also  for the customers.
  4. A cloud archive scales to your needs, automatically deletes information no longer needed and keeps capacity and costs at an optimum.

But if you have not set up an archiving system, or if you are using on-premise point solutions, you will first need to migrate your existing content to reap the full benefits of consolidation.

Three steps for successful migration  – Plan, Deploy, Run

Proper planning is still a key to a successful outcome. Take some time to think about data models, needed interfaces and your business needs. In the deployment phase, both interfaces and migrations are important. Typically you will first need to migrate your existing content to new archive. To ensure cost-effective migration, the content migration service should be based on standardized products and services. That way you can save time and money in comparison with traditional projects. The service should include mapping archive metadata, integration and migration scripting, testing and deployment.

 During a state-of-the-art migration project, your existing data is analyzed to determine if it needs enriching before migration. After the migration, information is archived on an ongoing basis according to preconfigured rules.

Make the service easy to use

To use an Archiving as a Service solution, users simply need a browser. For maximum efficiency, though, the service should, in addition to having its own user interface, include open interfaces for easy connectivity in case you want to use it integrated into another system, such as a customer portal.

Get the right price

To balance archiving costs and benefits, your new solution should have a simple, transparent and predictable pricing structure. Fortunately, with a cloud solution it is possible to only pay a monthly fee that scales to your actual use, based on the total data volume and/or the number of users.

The fee should include everything needed to run the solution:

  • Archiving application
  • Supporting infrastructure and storage
  • Application and infrastructure maintenance
  • All licenses for the archiving infrastructure and the application
  • Service requests
  • Standard service reports

A good Archiving as a Service solution is implemented using standardized procedures, eliminating the need for costly customization. Your cost will be significantly lower than in the case of an on-premise customised solution.

What to do next?

Read more about managing your business information with a secure, reliable cloud solution in our white paper Transforming your enterprise archiving. Or get in touch with us. Tieto offers consulting services to map out your archiving needs and create a plan on what would be the best way to go forward.

Contact: Jouni Seppälä Tel: +358407587856 Email:

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