How Cloud Archiving Can Help Your Business Protect Personal Data

Business today moves at the speed of light. Emails, documents, presentations, and spreadsheets need to be shared instantaneously across the globe. With the sharing of electronic data increasing exponentially, however, so does the risk of data loss.

As data volumes increase, cloud archiving is becoming an increasingly attractive option for businesses looking to safeguard their data.

While many businesses are aware of the need to protect their data, many are unaware of the compliance requirements and laws they need to comply with.

Whether you manage a small business, or you are running an international enterprise, protecting personal data and ensuring regulatory compliance are two of the most critical elements of running a successful business in the 21st century. Here’s how cloud archiving can help your business with both of these tasks.

Protect Your Personal Data

Let Removaly keep a watchful eye on your personally identifiable information with automated, real-time data removal.

What is cloud archiving?

Cloud archiving is the practice of storing data in the cloud for long-term retention or for regulatory compliance purposes. 

Despite the fact that information stored in the cloud archive isn’t expected to be viewed frequently, it must nonetheless be searchable. The data stored in the cloud must be protected from deletion, modification, and hacking attempts.

In the case of an audit or legal dispute, it should be simple to obtain. A cloud archive serves no useful function if critical information or files cannot be retrieved in time for an emergency.

Most cloud archiving solutions add metadata to each item of stored data to make it searchable. Document and data types, data sources, authors, creation and retention dates, and other crucial information will all be described in the metadata.

Cloud vs. on-premise archiving

Cloud archiving is different than on-premise archiving. On-premise archiving involves purchasing, installing, and maintaining your own archiving hardware and software. This is often a much more expensive option for businesses, especially for smaller organizations. 

The cloud archive is hosted in the cloud, meaning you don’t have to purchase any hardware or equipment, and you don’t have to configure any software. You simply pay a monthly fee to the provider, and all of your data is stored securely and accessible whenever you need it. 

Cloud archiving platforms are scalable, meaning you can add as much data as you need to with no additional cost, and you can add as many users and departments as you need to.

How cloud archiving improves data protection

1. It helps automate data retention and deletion 

Data retention and deletion policies can be difficult to administer on your own. Cloud archiving makes this much easier.   You tell the cloud archiving platform how long you want to retain your data, and the platform will automatically delete it once that period has passed.  

If, for example, you run a business that must comply with strict data protection laws, you can set the retention period for your cloud archive to however long you need to be in compliance with those laws.  

2. It provides state-of-the-art data security 

Data security is always a concern, especially when it is stored in a cloud archive. Most cloud archiving platforms use military-grade encryption and security technology to safeguard data as it is being stored.  

They further protect data during transmission and while it is on the storage platform. Cloud archiving platforms have redundant servers at multiple data centers located around the world. Should one server fail, another automatically takes over.  

3. It improves regulatory compliance 

Cloud archiving platforms allow businesses to meet all regulatory compliance requirements. This includes regulatory requirements such as GDPR and HIPAA, as well as business requirements such as Sarbanes-Oxley and FINRA.  

4. It eliminates human error 

Cloud archiving is different than on-premise archiving. On-premise archiving involves purchasing, installing, and maintaining your own archiving hardware and software. This is often a much more expensive option for businesses, especially for smaller organizations. 

The cloud archive is hosted in the cloud, meaning you don’t have to purchase any hardware or equipment, and you don’t have to configure any software. You simply pay a monthly fee to the provider, and all of your data is stored securely and accessible whenever you need it. 

One of the biggest problems with managing data retention and deletion policies is that human error can occur. Someone might forget to set a document’s retention date, or they might delete a document that should be retained.  

Cloud archiving eliminates human error by automating the process. A cloud archiving platform will automatically set retention dates, and it will automatically delete documents at the appropriate time.  

Cloud archiving platforms also integrate with existing business processes, so everything runs smoothly.

5. It improves disaster recovery and business continuity 

Cloud archiving solutions help ensure that your data is protected during times of crisis. In the case of a power outage, natural disaster, or system failure, your data will be protected. In the case of compliance audits, audits, or litigation, your data will be accessible.  

With cloud archiving, you can meet business continuity and disaster recovery requirements, without spending hundreds of thousands of dollars on backup systems.

Over to you

While cloud archiving is not right for every business, it can deliver significant advantages when it comes to protecting personal data and meeting regulatory compliance requirements.

Protect Your Personal Data

Let Removaly keep a watchful eye on your personally identifiable information with automated, real-time data removal.

With the help of a cloud archiving platform, you can improve data protection, meet regulatory compliance requirements, and ensure business continuity in the event of a disaster.

Leave a Comment