What would “smart” archiving look like for an organization?
To answer that question, it’s actually helpful to ask a few other questions first.
What is the point of archiving?
Typically organizations will archive in order to:
- Comply with regulations (usually the No. 1 reason)
- Have access to past resources in order to ease future processes and decision-making
Both of these reasons are compelling, although the regulatory one makes up a far greater chunk of the reasoning for archiving in midsize to large organizations. While archiving can help bolster processes by looking at what’s previously worked, the reality is also that many corporations view themselves -- often rightfully so, sometimes not -- as “innovative,” and innovation-driven companies would tend to rely less on past and more on future, generally speaking.
So, if the primary idea behind archiving is compliance with a regulatory environment, this sets up Question No. 2.
What would “not-smart” archiving look like?
By definition, it would be archiving that reduces the ease of the compliance process. So:
- Elements are hard to find
- Not maintained in the right formats
- No one seems to know who “owns” the compliance/archiving process internally
- Ultimately you get hit with fines for being non-compliant
Bullets 1-3 are “lead” indicators -- i.e. the actual problems -- and Bullet 4 is a “lag” indicator, meaning it happens as a result of other issues, but it’s the one those with authority would tend to care the most about. As IBM noted earlier this year, “It’s getting expensive to be non-compliant.” Like most elements of white-collar work, then, successful archiving towards compliance comes down primarily to organization.
What, then, would smart archiving look like?
If you simply reverse the bullets above, you’d come to:
- Easy to find what the regulators need to find
- Formats are correct, including dynamic content
- It’s very clear what department/team “owns” the compliance and archiving side of the business
- No fines on this end
The goal here is (a) effective organization of resources and (b) full transparency around those resources. That’s effective, smart archiving.
What does Hanzo offer?
Specifically, our “big five” in the compliance space are:
Full context capture: This speaks to the formatting question above. “Full context capture” means fully-navigable, true-native format replicas of websites, social media, and team collaboration tools.
Supervisory oversight: This speaks to the “ownership” issue above. With Hanzo, you can maintain clear visibility into user or team access and activity. Or, export supervisory log reports for production.
Immutable retention: It’s unchangeable. Trust tamper-proof preservation in alignment with ISO and SEC 17a-4 required WORM storage standards.
Intelligent policy management: See, here we even have a synonym for “smart” in the descriptor. Your team can uncover policy violations and malicious content with sophisticated search, filter, and sort capabilities.
Simplified production: This speaks to both effective organization and transparency. You’ll be able to produce your records in a nice, neat package with organizational functionality and user management features built to make your life easier.
Interested in learning more?