Data Archiving Checklist

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Key Takeaways

⇨ Use SMART (Specific, Measurable, Achievable, Relevant, and Time-Bound) goals

⇨ Network within the company

⇨ Educate stakeholders

Challenges arise with data archiving when systems are too large, when the business can’t access data in a reasonable amount of time, and when the mission is complicated by compliance requirements.

Hands-on experience yields the best roadmap. We spoke to Jason T. Stansberry, Director Client Solutions, PBS Software Americas Inc., to help us assemble a list of considerations when embarking on a data archiving project.

  1. Use SMART (Specific, Measurable, Achievable, Relevant, and Time-Bound) goals
  2. Are you targeting a reduction of the ERP system growth by XX% per year?
  3. Are you reducing the size of your database to accommodate a required upgrade to a new platform (e.g., moving from SAP ECC to S/4HANA)?
  4. Are you trying to reduce downtime for backups and monthly maintenance by XX hours?
  5. Are you trying to reduce time to extract audit reports from 1 day to 3 days?
  6. Are you implementing archiving to comply with a contractual or regulatory change?
  7. Are you implementing this project to save money?
  1. Network within the company

When you begin floating the idea of archiving data to department managers, stakeholders start appearing from departments you never knew existed.

  1. If you’re in a large company, speak to records and information management or the group that defines data retention policies.
  2. If there’s not one group responsible for defining records management policies, tax and finance is a good place to start.
  3. Your discovery may lead to discussion with legal, HR, and other functional teams.
  1. Educate stakeholders

Don’t just tell them about the project charter; bring them to a level of understanding.

 What is data archiving?

  1. How does it work?
  2. How will users get simple access to archive data?
  3. How will you improve or enhance their job by implementing this project?
  4. What are the benefits of doing this?
  5. Will this bring the company into compliance?

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