Archiving Best Practices

Tommy Lionelli!Product Manager at globaledit!

About globaledit Globaledit is the online SaaS platform that empowers creative professionals to manage visual production at scale.!

CAPTURE. REVIEW. APPROVE. MARKUP. SHARE. ARCHIVE. All within globaledit.!

www.globaledit.com!

Overview •  What is archiving?!

•  Why archive?!

•  How do you do it?!

•  Best practices!

•  Q & A!

What is archiving?

Archiving •  Long term access/storage!

•  Organization!

•  Process!

•  Limited Retrieval*!Source: National Baseball Hall of Fame!

Archiving

Source: Wikipedia!

Archiving vs. Backups Archive:!a collection used for long term retention!

http://searchdatabackup.techtarget.com/tip/Backup-vs-archive!

Backup:!a copy used to restore the original in cases of emergency or destruction!

Why Archive?

Why Archive? Practicality!

•  Keep content organized / clear out what’s not critical!

•  Easy access to re-use!

Risk management!

•  Distance yourself from legacy systems!

•  File formats can become obsolete!

•  Hardware deteriorates!

Why Archive? Scale!

•  Explosion of content creation!

•  Current storage isn’t scalable!

Security/Compliance!

•  Maintain content security!

•  Legal compliance!

Business !

Where do I start?

Ask yourself… Strategic/business questions!

•  Do you expect to reuse old content? !

•  How quickly do you need access to it?!

•  Where is your business going? What does your content strategy look like?!

•  Is the content sensitive in nature? Are there model rights or expiration dates?!

Ask yourself… Technical questions!

•  How much content do you have (# of files and total file size)?!

•  How much of your content is physical versus digital?!

•  Where is your content now? !

•  What type of content do you have?  !

•  Are there any formats that will become obsolete or require proprietary/legacy applications?!

•  Who needs access? Where are they in the world?!

What are some best practices?

7 Best Practices

1.  Build a business case!

2.  Create a company archiving process/workflow!

3.  Build an intuitive & relevant folder structure!

4.  Define how much is enough, how little is not enough!

7 Best Practices

5.  Metadata, metadata, metadata!

6.  Create standards for file types and applications!

7.  Discuss redundancy and backups*!

How do I do it?

Archiving – how do I do it? Define and standardize…!

•  File naming convention!

•  Folder structure!

•  Metadata!

•  Process!

•  Commitment!

Archiving – how do I do it? Decide where it goes!

•  Tape!

•  DAM!

•  Cold storage!

•  globaledit!

Demo of globaledit •  Archive files/folders!

•  Searchable, flexible library of archived content!

•  Archive to Amazon Glacier!

•  Inexpensive long term storage!

Thank you!

References •  http://mimage.opentext.com/alt_content/binary/pdf/

01449-Phase-1-Enterprise-Information-Archiving-EB-Final.pdf!

•  http://searchcontentmanagement.techtarget.com/feature/Data-archive-strategy-key-to-efficient-enterprise-content-management!

•  https://en.wikipedia.org/wiki/Digital_asset_management!