0
Implementing An Archiving Policy     (If you are doing it right!)                          © 2012 Arkivum Limited
Why is archiving important?  • The data explosion                         © 2012 Arkivum Limited   2
Size of the Digital Universe  40  35  30  25  20  15  10  5  0       2011         2012         2013          2014         ...
Why is archiving important? • The data explosion • Multiple data formats and   more media                               © ...
Challenges to long termpreservation                          © 2012 Arkivum Limited   5
Why is archiving important? • The data explosion • Multiple data formats and    more media • Media obsolescence and   futu...
Less than 10% is “active data”*                                          “Storing infrequently-                           ...
Understand your situation• Backup  • Data still active  • Can be overwritten      BACKUP    depending on policy  • Active ...
What data should you archive?• Data that is not actively in• use  A clean set of data• At the end of a project            ...
Archiving Project Phases1. Define requirements for thearchive (system procedures)2. Design the system andprocedures3. Impl...
Defining the requirementsWhat are your objectives for thisphase (knowledge and need)?• Devise data classification &    clu...
But first:• Backup policies and procedures?• Existing archiving policies?• Are there legal or functional  requirements for...
Data ClusteringAsk the following questions•Data restoration format?•Archive access?•Data loss?•Typical data formats?•Legal...
Design the system & procedures• Data storage format?• Data storage medium?• Define risk management• policiesand differenti...
In-house vs. Managed Service  In-house                  Managed Service  Increased investment in   Reduced investment  inf...
The In-house option•   Multiple Storage Platforms•   Network bandwidth•   Management resource•   Data migration software• ...
The Challenges                 © 2012 Arkivum Limited   17
Archiving Services and what youshould be looking for• Data Integrity• Data Confidentiality• Data Availability             ...
The CIA triad                Confidentiality    Integrity                Availability                                     ...
Archiving Solutions and what    you should be looking for•    Data Authenticity•    Data Possession•    Data Accessibility...
Alternatively...A NewApproach toArchive                                            Image: Flickr, copyright: Naezmi       ...
Archive-as-a-Service Keeping data safe and secure: •100% guaranteed data integrity •Arkivum infrastructure in co-lo datace...
How it works               © 2012 Arkivum Limited   23
Safe, Secure, Easy to Use         •   Data tape provides 30 year shelf life         •   Three copies at all times         ...
Summary   Why is archiving important?   The Archiving Policy   What data should you archive?   Requirements & Designin...
Thank you for listeningwww.arkivum.cominfo@arkivum.com                         © 2012 Arkivum Limited   26
Upcoming SlideShare
Loading in...5
×

Implementing an archiving policy

526

Published on

A step by step guide to implementing an archiving policy, what you should and shouldn't do and the benefits.

Published in: Technology
0 Comments
0 Likes
Statistics
Notes
  • Be the first to comment

  • Be the first to like this

No Downloads
Views
Total Views
526
On Slideshare
0
From Embeds
0
Number of Embeds
0
Actions
Shares
0
Downloads
17
Comments
0
Likes
0
Embeds 0
No embeds

No notes for slide
  • speakers notes
  • Archiving is becoming more important and complex than ever before Data is being stored in multiple formats and different media
  • Archiving is becoming more important and complex than ever before Data is being stored in multiple formats and different media
  • Archiving is becoming more important and complex than ever before Data is being stored in multiple formats and different media We don’t have the data about their reliability over time
  • Quote from a large UK pharmaceutical company: Took over 20 years of existence to reach 150TB of storage and went to 230TB in a little over another year! We looked at the data, 90% of it had only ever been accessed ONCE and 90% of THAT had not been accessed in over a year! 
  • Data is archived when not actively in use anymore You must archive a clean dataset so remove any temporary versions Common practice is to archive data at the end of a project
  • The majority of the time and effort will go into the requirements phase (possibly several months) Break this phase down into smaller chunks What do you want to know and have at the end of this phase Know the archiving requirements for each data cluster Know the capabilities or requirements for the supporting IT infrastructure
  • Before analysing and clustering data look for the following information: Are there back policies and procedures in place Are there already some archiving policies and procedures in place Are there any know legal or functional requirements for data archiving Does your company already have some sort of data and documentation classification system What is the existing infrastructure that is used to backup and archive data now?
  • Start looking at the data objects and ask the following When you restore data from the archive in which format should it be in? – electronic, paper and microfilm How often will the archive have to be accessed? What is the consequence if the archived data is lost due to medium failures or external catastrophes What are the typical formats for this data object ie a document may be printed but the original is in an electronic form Is there a legal requirement to keep the data object for a specific time and/or in a specific format (electronic printed?) Is there a need to archive electronic documents in a paper form or paper documents in an electronic form (scanned)
  • The format in which data objects will be stored. If they are to be stored in a printed form, in which format, which paper? If electronic, which electronic format do you choose? You should be especially careful with the electronic format. Many will not be available in 15 or 20 years On which medium will electronic be stored? Be more careful with formats – hardware failures make data forever unusable. Create more than one copy and contact an expert before making a final decision for critical data Define the risk-management policies and procedures. For mission critical data objects, you might have to look into more sophisticated procedures – more than one location Define the archiving policies and procedures and differentiate them from the backup procedures. Clear policies and procedures will ensure data safety, but you also need to make sure they are followed later Define a visible data object classification system. It is important to know which data object should be handled in which way in the archiving process. Depending on the number you may need to consider tagging data objects for easier recognition Define storage for the archive media, design search and indexing mechanisms for the archive – an experienced archivist can be helpful here
  • Transcript of "Implementing an archiving policy"

    1. 1. Implementing An Archiving Policy (If you are doing it right!) © 2012 Arkivum Limited
    2. 2. Why is archiving important? • The data explosion © 2012 Arkivum Limited 2
    3. 3. Size of the Digital Universe 40 35 30 25 20 15 10 5 0 2011 2012 2013 2014 2015 2016 2017 2018 2019 2020 Terabyte Petabyte Exabyte Zettabyte 1.8 ZB = 1.8 trillion gigabytes Data from Extracting value from Chaos, IDC Digital Universe, sponsored by EMC Graphic by Mashable © 2012 Arkivum Limited 3
    4. 4. Why is archiving important? • The data explosion • Multiple data formats and more media © 2012 Arkivum Limited 4
    5. 5. Challenges to long termpreservation © 2012 Arkivum Limited 5
    6. 6. Why is archiving important? • The data explosion • Multiple data formats and more media • Media obsolescence and future access © 2012 Arkivum Limited 6
    7. 7. Less than 10% is “active data”* “Storing infrequently- accessed data on disk is equivalent to keeping your car running constantly in the driveway - it wastes energy and it costs money.” The Clipper Group*2010 Digital Storage for Media and Entertainment Report, Coughlin Associates © 2012 Arkivum Limited 7
    8. 8. Understand your situation• Backup • Data still active • Can be overwritten BACKUP depending on policy • Active data should be regularly backed-up © 2012 Arkivum Limited 8
    9. 9. What data should you archive?• Data that is not actively in• use A clean set of data• At the end of a project © 2012 Arkivum Limited 9
    10. 10. Archiving Project Phases1. Define requirements for thearchive (system procedures)2. Design the system andprocedures3. Implement the system andprocedures4. Test5. Roll-out © 2012 Arkivum Limited 10
    11. 11. Defining the requirementsWhat are your objectives for thisphase (knowledge and need)?• Devise data classification & cluster accordingly• Know cluster requirements• Understand IT infrastructure requirements © 2012 Arkivum Limited 11
    12. 12. But first:• Backup policies and procedures?• Existing archiving policies?• Are there legal or functional requirements for data archiving?• Existing data and documentation classification?• Existing infrastructure? © 2012 Arkivum Limited 12
    13. 13. Data ClusteringAsk the following questions•Data restoration format?•Archive access?•Data loss?•Typical data formats?•Legal requirement (time/format)•Format required(paper/electronic) © 2012 Arkivum Limited 13
    14. 14. Design the system & procedures• Data storage format?• Data storage medium?• Define risk management• policiesand differentiate policies Define & procedures from backup • Define visible data object classification• Define archive storage format © 2012 Arkivum Limited 14
    15. 15. In-house vs. Managed Service In-house Managed Service Increased investment in Reduced investment infrastructure Investment in archiving Archiving specialists knowledge Issues with data Full data management management and obsolescence No guarantees for data One service offers a integrity 100% data integrity guarantee © 2012 Arkivum Limited 15
    16. 16. The In-house option• Multiple Storage Platforms• Network bandwidth• Management resource• Data migration software• Multiple Secure locations• Media Management Software• Compliance ready archive• IT Budget © 2012 Arkivum Limited 16
    17. 17. The Challenges © 2012 Arkivum Limited 17
    18. 18. Archiving Services and what youshould be looking for• Data Integrity• Data Confidentiality• Data Availability © 2012 Arkivum Limited 18
    19. 19. The CIA triad Confidentiality Integrity Availability © 2012 Arkivum Limited 19
    20. 20. Archiving Solutions and what you should be looking for• Data Authenticity• Data Possession• Data Accessibility• Data Provenance © 2012 Arkivum Limited 20
    21. 21. Alternatively...A NewApproach toArchive Image: Flickr, copyright: Naezmi © 2012 Arkivum Limited 21
    22. 22. Archive-as-a-Service Keeping data safe and secure: •100% guaranteed data integrity •Arkivum infrastructure in co-lo datacentres •Tape based storage: reliable, cost effective © 2012 Arkivum Limited 22
    23. 23. How it works © 2012 Arkivum Limited 23
    24. 24. Safe, Secure, Easy to Use • Data tape provides 30 year shelf life • Three copies at all times • Multiple media manufacturers • Automated tape libraries • Escrow copy • Seamless integration • Simple network file-share • Data in pre-agreed locations with auditable security • Encryption in-flight and at rest • Keys managed by the customer • Tapes not shared across customers • Secure UK based data centres running Arkivum infrastructure © 2012 Arkivum Limited 24
    25. 25. Summary Why is archiving important? The Archiving Policy What data should you archive? Requirements & Designing the System In-house or Managed: Seven Questions You Should Ask Archiving as a service A-Stor - Safe, Secure, Easy to use © 2012 Arkivum Limited 25
    26. 26. Thank you for listeningwww.arkivum.cominfo@arkivum.com © 2012 Arkivum Limited 26
    1. A particular slide catching your eye?

      Clipping is a handy way to collect important slides you want to go back to later.

    ×