Business users want to take advantage of new innovative applications and can’t wait to move on from their tired legacy systems. But it’s not as simple as throwing away the old application and working with the new one. You have to have an application decommissioning strategy that deals with archiving your application content you don’t need in your new system, but can’t just throw in the trash. Once you have one in place, you can start to move forward.
Application decommissioning requires an Application Archiving Solution. But not all archiving solutions are alike. The right solution will have the following essential capabilities:
An application archive allows you to move inactive content out of the production environment, and at the same time, ensure retention policies are actively applied and followed. Your archiving solution should provide the ability to define retention policies so that when new content is archived, policies are automatically applied based on the type of record it is.
The application archiving solution should also support litigation hold, ensuring that records identified for legal hold aren’t destroyed, altered, or mutilated until legal action is resolved. This requires the archiving solution to override existing retention and deletion rules.
You don’t want open access to your archived content. A good archiving solution enables you to define authorization and access policies by role for your archived content so that only the people with the right permissions can access the content and perform actions on it.
Auditing should also be in place to track when someone accesses content in the archive and what actions they took on that content.
Once content is archived, you’ll need a way to report on it regularly. Reports can tell you what content is stored and the retention policies applied. You should also be able to define reports that tell you what content is due for disposition, where content is located in the system and all activity on that content while it’s in the system.
Automated Disposition (destruction) based on Workflows
Content migrated to an application archive doesn’t live there forever. Retention policies include disposition rules that identify when it is no longer necessary to store a record.
Automated disposition is the process of the system automatically destroying a record or group of records, kicked off by a workflow process defined in the archiving solution.
Your archive will grow as you do business, and this means you will need increasingly more storage. A good application archiving solution will provide tiered storage enabling you to move records to lower cost storage tiers as they age.
Tiered storage not only ensures all your archived content is accessible, with the most recently archived content more readily accessible in higher storage tiers but it also helps reduce the cost of the archive without affecting compliance.
You can learn more about how these features work together to support application archiving in our whitepaper: IT Leaders Guide to Application Decommissioning.
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