If you’re searching for file archiving software, you should look for a number of features in it. Not only will you want to consider the functionality, but you’ll also want to see how the application handles itself when faced with a difficult situation. Many of these issues can be attributed to improper error handling, leading to poor user experience.
What is File Archiving?
File archiving is the process of storing data in an archive file. This can be done for a variety of reasons, such as to save space on a hard drive or to keep a backup of important data.
When you archive data, it is compressed and stored in a single file. This makes it easier to transfer or back up, as you only need to deal with one file instead of multiple files. You can also password-protect an archive file, adding an extra security layer.
There are several uses for archiving files. For example, you might use it to store old photos or documents that are not required daily. Or you might use it to compress a large video file so that it takes up less space on your hard drive.
9 Key Things To Look For In a File Archiving Software
Every archive is different, and each one has its quirks. Finding the “right one” for your file archiving requirements is key to archiving efficiently and effectively. There are different file-archiving software applications out there. Let us look at the key nine things to look for in archiving software:
- Ease of Use
When it comes to file-archiving software, ease of use is paramount. If even the essential components of the program are beyond your abilities, you cannot get much out of it.
The software should come with clear, step-by-step instructions on how to use all its features. This way, you can get the most out of the software without having to waste time doing everything on your own.
- Compatibility
You should ensure the software is compatible with your business’s systems. While many products will work with multiple systems, some are specific to one type of OS.
Check that the software can handle the files you need to archive. For example, if you’re working with large video files, you’ll need a product that can compress them without losing quality.
- Storage Capacity
One of the most crucial things to look for in file archiving software is storage capacity. Consider how much volume of data your business is dealing with.
The size and type of your files will impact how much storage space you’ll need. Next, consider how long you’ll need to keep your stored data.
- Searching and Indexing
Without searching and indexing capabilities, it would be challenging to find the files you need when you need them. And if you need help finding the files you need, then there’s no point in having the software in the first place.
Search, and indexing can be implemented in file archiving software in a few different ways. The most basic way is to have a search bar that lets you enter keywords or phrases.
More advanced file archiving software will index all of the files that are stored within it. Browse through the index until you get what you are searching for. You can find the files quickly and easily you need without having to enter any keywords or phrases.
- Encryption
Encryption is vital when it comes to keeping your data safe. Make sure the file archiving software you choose offers strong encryption capabilities.
An effective alternative to passwords is two-factor authentication. This can be a lifesaver. It requires two pieces of information to log on, such as your username and password, plus a token code, which is sent to your phone.
- Backup and Disaster Recovery
Small businesses have to be proactive about backup and disaster recovery. Otherwise, they risk losing everything in a fire, flood, or another major catastrophe.
Choose software that offers multiple storage options, such as local, off-site, and cloud storage. This way, your data will be safe regardless of what happens.
- Support
For suitable file archiving software for your business, support is critical. After all, if something goes wrong with your archive, you’ll need to be able to get help from the software company quickly and easily.
Look for a software vendor that offers 24/7 support, as this will ensure that you can always reach someone if you have any questions or run into any problems. Also, look for a vendor that offers phone, email, and live chat support, as this will give you multiple options for getting in touch with someone.
- Scalability
File archiving software needs to handle many files and a large amount of data. It should be scalable and aligned with the growing needs and requirements of your organization.
The software should perform well even when handling many files and a large amount of data.
The software should be easy to use and configure, even for users who need to become more familiar with file archiving.
- Cloud Storage Options
Cloud storage is becoming increasingly popular, but there are still a few things to consider before choosing the right provider.
Consider the size of your storage needs. Some providers provide unlimited storage, while others provide limited storage options. Ensure that your software can adapt to all of your file-storage needs.
The Bottom Line
As we move towards a paperless operation, the requirement for reliable file-archiving software becomes apparent. When opting for the best software, take into consideration a few things.
You should make certain that the software works with all of the operating systems used by your business. There is no point in investing in new software if it won’t work with the systems you already have in place.
You want to ensure that the software is backed by a good customer support team. This way, if you have any concerns or problems, you know that someone is there to help you out.
Pro Tip: Save time, money, and space by archiving your files easily with ShareArchiver; you can get started with its free demo.
