Data Archiving Glossary

The field of data archiving comes with its own language of specialized terms. Whether you're new to data management or a seasoned professional, understanding these key concepts is crucial for effective archiving strategies and ensuring the long-term preservation of your organization's valuable information.

In this glossary, we'll define the most commonly used terms in data archiving, from the fundamental principles to the latest technologies. By the end, you'll have a clearer picture of the language of data archiving, enabling you to make informed decisions and participate confidently in discussions about data preservation.

1. Data Archiving:

The process of moving inactive or infrequently accessed data from primary storage to a separate, long-term storage system. This frees up valuable space on expensive storage while ensuring regulatory compliance and data preservation.

2. Structured Data:

Data that is organized into a predefined format, such as tables with rows and columns. This includes data found in databases, spreadsheets, and financial records. Structured data is easily searchable and analyzable.

3. Unstructured Data:

Data that does not have a predefined format or organization. This includes emails, documents, images, audio, and video files. Unstructured data is more difficult to search and analyze but often contains valuable business insights.

4. Archive Storage:

The specific storage systems designed for long-term data retention. This can be on-premises or cloud-based and includes technologies like tape libraries, optical discs, and object storage.

5. Data Retention Policy:

A set of guidelines that define how long different types of data should be kept and when it can be deleted. This policy is driven by legal requirements, business needs, and industry regulations.

6. eDiscovery:

The process of identifying and collecting electronically stored information (ESI) for legal proceedings. Data archiving plays a crucial role in eDiscovery by providing a secure and accessible repository of relevant data.

7. Data Lifecycle Management (DLM):

A holistic approach to managing data throughout its entire lifecycle, from creation to disposal. DLM includes data archiving as a key component to ensure proper data governance and cost optimization.

8. Information Governance (IG):

A framework for managing information assets to ensure they are used effectively and comply with regulations. IG encompasses data archiving, retention policies, and security measures.

9. Compliance:

Adherence to laws, regulations, and industry standards related to data storage and management. Data archiving helps organizations meet compliance requirements by preserving data in a tamper-proof and auditable manner.

10. Cold Storage:

A type of archive storage that is optimized for infrequently accessed data. Cold storage typically offers lower costs per gigabyte but may have slower retrieval times compared to primary storage.