Professional archiving of corporate files: Solutions for secure and efficient management

Secure, organized archiving of corporate files has become more crucial than ever. From contracts and administrative documents to photos, videos and databases, every piece of information needs to be stored in a way that guarantees its security, accessibility and legal compliance.

This raises some important questions: what are the optimum archiving solutions for your company? When should you consider calling in a data expert? How can you improve and protect your files before archiving them? This comprehensive guide will provide you with the knowledge you need to effectively manage your company's data.

Why is document archiving essential?

Archiving is more than just storing files; it's a strategic process that protects your company's data and ensures business continuity. Effective document management enables you to :

• Comply with legal obligations: Numerous regulations (RGPD, ISO standards, tax obligations) require certain documents to be kept for a set period of time.
• Optimize productivity: structured archiving enables fast, efficient access to information.
• Preserve data integrity: Limit loss and damage by implementing appropriate storage solutions.
• Secure sensitive information: Protect data against hacking, accidental loss or natural disasters.

Professional archiving solutions for your documents

Different archiving solutions are available to companies to archive their files, depending on their specific needs:

1. Local storage (internal servers, NAS)
   • Ideal for companies wishing to maintain total control over their data.
   • Advantages: rapid access, long-term cost control.
   • Disadvantages: requires regular maintenance and physical protection against damage.
2. Cloud storage
   • Providers such as Google Drive, Microsoft OneDrive and Amazon S3 offer secure file storage.
   • Advantages: remote access, automatic updates, data redundancy.
   • Disadvantages: dependence on an external supplier and need to check compliance with regulations.
3. Hybrid archiving (local/cloud mix)
   • Combines physical and digital storage for optimum redundancy.
   • Benefits: flexibility, enhanced security, reduced risk of data loss.
   • Disadvantages: higher initial cost, management complexity.

Why call in a data expert?

A data management expert can bring customized solutions and valuable expertise to your business:

• Data audit and structuring: Analyze your needs and propose a customized, efficient archiving solution.
• Securing sensitive files: Implementation of encryption and access management protocols for optimum protection.
• Legal compliance: Check that your archiving complies with current regulations, thus avoiding costly penalties.
• Automatic backups and disaster recovery planning (DRP): Develop strategies for rapid disaster recovery to avoid permanent data loss.

How do you secure your data?

The security of your corporate files is paramount to prevent data leakage and accidental loss. Here are a few best practices:

1. Data encryption
   • Encrypt your files before storing them, whether on an internal server or in the cloud.
   • Use solutions such as AES-256 for maximum protection.
2. Multi-factor authentication (MFA)
   • Make sure that only authorized users can access data via strong authentication protocols.
3. Regular backups
   • Set up automatic backups on multiple locations (cloud + external hard drive).
4. Choosing a reliable supplier
   • Opt for storage platforms that comply with security and confidentiality standards (ISO 27001, RGPD).

The most efficient file formats for archiving

The choice of file format is crucial to ensure that data is stored in a durable and accessible way.

• Text documents: PDF/A (standardized format for long-term archiving).
• Images and photos: TIFF, PNG or JPEG (high quality to avoid loss).
• Videos: MP4 with H.264 or H.265 codec for a good balance between quality and file size.
• Databases: Exportable SQL formats for simplified retrieval.

Professional archiving costs and efficient backup

The cost of archiving varies according to several factors:

• Data volume: The more files you have, the higher the cost.
• Type of storage chosen: Cloud (monthly subscription) or local storage (initial investment).
• Security requirements: advanced encryption, automatic backups, etc.

On average :

• Secure cloud storage can cost between €50 and €200 per month, depending on volume.
• An internal NAS server can represent an investment of €500 to €3000.
• Hybrid solutions range from €1,000 to €10,000, often including a data management service.

For an efficient backup :

1. Use the 3-2-1 rule: 3 copies, on 2 different media, including 1 off-site.
2. Automate weekly/monthly backups.
3. Test your restorations regularly to verify file integrity.

Store and secure your company photos

Professional photos are often large, precious files. To store them efficiently :

• Choose lossless compressed formats (TIFF, PNG).
• Use specialized cloud solutions for image management (Dropbox, Google Photos pro).
• Be sure to improve the quality of your photos before storing, to avoid loss of information.

Improve photo quality before archiving

A poor-quality photo is likely to lose its legibility over time. Improving photo qualitySharpening, correcting colors and blurring the background to better isolate subjects can help ensure good long-term reproduction. Tools such as Adobe Express, Photoshop or Lightroom can be used to retouch images before archiving.

Corporate file archiving is much more than a simple backup; it's a comprehensive strategy that encompasses security, accessibility and legal compliance. By choosing the right solutions, enlisting the help of experts and adopting good security practices, you can protect your business data and ensure the long-term future of your company.