With the ever-increasing growth of enterprise data, meeting compliance guidelines from regulators regarding digital files, communications, personally identifiable information (PII), financial information and financial data can be daunting, especially with the increasingly complex and interactive elements common in today’s world. websites.

This is where an enterprise information archiving solution becomes necessary to mitigate compliance risks.

What is Enterprise Information Archiving and why is it important?

Enterprise Information Archiving (EIA) leverages technology to create centralized storage and organization of enterprise data (for example: file shares and website content, as well as communications such as e -emails, data from collaboration applications, SMS and social media).

EIA includes archiving of structured and unstructured data. In the past, archives typically consisted of structured data stored neatly in databases. With the growth of unstructured data created on a variety of machines ranging from on-premises terminals, work-from-anywhere laptops, and mobile devices, the need for specialized enterprise data archiving solutions is vital, so that organizations can maintain compliance with state and federal data regulations, as well as effectively manage data retention policies, while supporting their legal and human resources departments with internal investigations or eDiscovery.

Who needs to archive business information?

Any publicly traded company, as well as businesses required to comply with state and federal data regulations. Some common examples include companies in the finance, medical and pharmaceutical, insurance, food and beverage, and supply chain industries.

Checklist for Archiving Business Information

Understanding the different regulatory bodies that apply to your organization is the first step to compliance. But to properly archive, access and audit the large and ever-increasing amounts of enterprise data, it is clear that manual processes will not suffice and an EIA solution is required.

Here are some things to keep in mind when considering enterprise information archiving solutions:

Don’t Forget Unstructured Data – Unstructured data is the fastest growing type of enterprise data today and the hardest to capture. Ensure that EIA solutions are capable of archiving data from all your data sources, including internal systems and SaaS.

Screenshot archives are not enough – In the past, websites and other digital information tended to be static, so screenshots might have sufficed for compliance. But with modern websites, collaboration apps, and other SaaS software today, data is dynamic and interactive. Therefore, an EIA solution must archive the complete customer experience by crawling an entire source website, locating and capturing every piece of content, including advertisements, disclosures, to create an archive that mimics the functionality in directly from your site, raising the bar of evidence when reviewed for regulatory audit.

Manual processes lead to wasted hours, human error and hefty fines for non-compliance – EIA solutions must automate previously manual tasks while meeting regulatory requirements with a full audit trail, complete metadata, and immutability. You can also look for customizable solutions that let you control and fine-tune collection settings and retention policies, so you only capture and pay for the data needed to demonstrate compliance.

Compliance Applies to the Entire Company, Not Just IT – When it comes to data management and collection, IT is often viewed as the “gatekeeper of data” by other departments, which can lead to blind spots on actionable insights. That’s why an archiving solution that reinforces independence is vital. That’s why features like automatic keyword monitoring and daily alerts help services identify and respond to compliance risks quickly. Another must-have is the ability to easily produce and export records to share internally or comply with audit requests.

To learn more about how EIA can help you meet your compliance needs, download our latest guide: Archiving Corporate Information in the Digital Age: A Guide to Satisfying Regulators Like FINRA, HIPAA, FDA, and More.

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