Find out how OpenText InfoArchive helps you ensure compliance when archiving business information or decommissioning legacy applications.
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Keeping historical data accessible, secure and compliant is a constant burden for organizations large and small. Inactive data from obsolete applications and business documents scattered across systems overload your information infrastructure as well as your IT budget. What if there was a central archiving platform that could solve all these issues across the enterprise?
Explore the 10 InfoArchive features that will bring dramatic savings to your IT budget, help your organization accelerate a move to the cloud and comply with current and future regulations.
1. Store structured and unstructured data from any application
InfoArchive can store any structured or unstructured data (documents) from any application. The combination of both is possible as well: you can include data and related documents within the same record. Once users locate the data they were looking for, they can also view the contents of the associated document.
2. Verification and immutability
When data and documents are ingested, InfoArchive will verify whether they meet the set requirements and standards. For example, InfoArchive can ensure that date fields are in the correct format, or check the values ingested for fixed list fields, meet the predetermined parameters. Only when all conditions are met, the data and documents are ingested and committed into the archive, becoming non-rewritable, non-erasable and unalterable.
3. Application of retention period based on business or compliance rules
Based on the data and documents that are ingested, InfoArchive administrators can determine which retention period needs to be applied to given groups of records. For example: insurance policies need to be retained for five years after the policy’s expiration date has passed. Letters to customers, on the other hand, need to be retained for seven years.
4. Search and Access control
InfoArchive provides end users with an easy-to-use search functionality to find the data and/or documents they need. This search functionality can be configured such, that certain data/documents can be searched by (and shown to) one group of users but may not be searched by another. Which data, data elements or documents can be searched by which group of users can be configured based on the requirements of your organization.
5. Encryption of sensitive data
When sensitive data is stored in InfoArchive, you can choose whether or not this data should be encrypted. InfoArchive supports state-of-the-art information security providers such as SunJCE, Bouncy Castle, and Gemalto SafeNet KeySecure. Based on your organization’s needs and security requirements, you can determine which data is encrypted and how.
6. Records data masking
Archived data can contain personal information that should only be shared with users who need this information by virtue of their work. InfoArchive provides functionality to mask this type of data for large group of users, but show this data to specific users who need the data in order to do their work.
7. Controlled deletion of data
When the retention period of a group of records has ended, InfoArchive generates a Purge List. This Purge List details all records of which the retention period has ended. A Retention Manager then needs to approve the Purge List before the records are actually deleted. In other words, InfoArchive only deletes records upon human intervention..
8. Legal holds
Imagine that a customer of your organization has started a lawsuit. InfoArchive holds some dozen records related to this customer. Some of these records are close to the end of their retention period and it is unknown how long the lawsuit will take. The organization wants to prevent records of this customer being purged after their retention period expires until the lawsuit is over. InfoArchive can prevent the purging of these records, by applying a ‘Legal Hold’ to the records of this customer. These records are then marked as “Not to be deleted.” Once the lawsuit has concluded, the ‘Legal Hold’ can once again be removed.
9. Audit-ready, compliance-ready
All system and user activities that take place in InfoArchive, from the moment a record is ingested up to and including the moment a record is purged, can be logged in the system. It's up to an organization to determine which kind of actions need to be logged. The logs that InfoArchive generates are stored so they cannot be updated. The log files can be searched and filtered in many ways, making it possible to find out what actions took place for a particular (group of) record(s).
10. Scalability & performance
InfoArchive can handle vast amounts of data and documents while still maintaining a high level of performance. For example, an international bank has over 30 billion records in InfoArchive and over 700 million documents. On a daily basis, 16 million new records are added. The average search time is 2.5 seconds per search with >60.000 searches per day.
Think about the archived data and documents that are currently stored in your source applications. Do all your source applications support the functionality explained above? Imagine if you had to set all this up separately for each application.
On top of all these features, InfoArchive enables you to make your archives GDPR proof. For example: a customer has made a request ‘to be forgotten’. InfoArchive can be configured so that all records of this customer can be found easily and marked for deletion based on this request. And finally: data and documents stored in InfoArchive can be accessed using the InfoArchive REST API. In short, enabling data and documents in InfoArchive makes them re-usable in other applications.
About the author
Rob Hooijmaijers is a Senior Business Consultant and Team Coach at Amplexor, based in The Netherlands. With more than 20 years of experience in ECM system design, implementation and testing, Rob specializes in digital archiving, records management and workflow automation. As Team Coach, he’s been leading a team of experienced consultants focused on OpenText InfoArchive technology and AppWorks low-code platform. Rob is also a certified Professional Scrum Master.