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23 Types of Corporate Content Being Archived

In the white paper “Strategic Archiving in a Rapidly Changing World” by Osterman Research and sponsored by Dropsuite, there are dozens of significant finding that can impact content management and archiving. Among them is the list of the 23 top types of corporate content being archived, as reported by the firms who participated in the study. Analyzing this list is a handy way to help firms ensure they are archiving everything they should be.

For the top content being archived research, the study was conducted to identify the most common types of content being archived today. This comprehensive list identifies by number of responses the most common types of content being archived by industry peers and is a valuable source of business intelligence for all organizations.

Strategic Archiving in a Rapidly Changing World

Email Archiving and Content

Heavily regulated firms such as healthcare, legal, financial, manufacturing and others are no strangers to the need to archive emails. Archiving includes a specific set of actions taken with email files to ensure they are kept in an original state. In addition, archiving includes the ability to search, hold or audit email to meet legal or regulatory requirements.

Some of these archiving features include:

  • Journaling
  • Audit Logs
  • eDiscovery
  • Retention
  • Legal Hold
  • And more

Download your free copy of the report to learn more about the types of content being archived, along with many other important findings on best practices for content archiving and
Surprises in Content Types

Interestingly, there were a few surprises in the data. Here are four examples of surprises in the 23 content types being archived as reported in the study:

  1. Corporate email as expected took the top spot in terms of content types being archived with 93% of respondents indicating they archive email. But shockingly, only 7% of surveyed firms reported archiving employee communications from instant messaging accounts. Considering the rapid increase in utilization of IM for corporate internal communications, this is clearly a gap between what is being used, and what is being archived that could cause issues down the road.
  2. Accounts payable content was reported as being archived by only 48% of the respondents. Here again, considering the many legal cases involving inflow and outflow of money and transparency with money-handling processes and procedures this also seems like a large gap that could come back to bite firms.
  3. CRM data was reported as being archived 63% of the time. This is surprising because in this environment of GDPR and tighter controls over privacy and security of personal data the CRM (Customer Relationship Management) is the central point of customer data. Not archiving this data could leave a firm open to not being able to prove they are in compliance with customer data privacy desires.
  4. Mobile Devices owned by the company and provided to employees were reported archived by only 30% of respondents. Knowing that mobile use has exploded in the corporate environment, especially among field teams and sales organizations, this seems like another big miss. Archiving messages, files, contacts, tasks and other mobile data should be an important part of any firm’s ability to be in full compliance with regulatory policy.
Strategic Archiving in a Rapidly Changing World

List of Top 23 Types of Corporate Content Being Archived

The figure below lists the top 23 types of corporate content being archived, and provides the percent of the respondents who reported archiving that type of content.

Other Notable Findings in the Report

Some of the other notable findings in the report include:

Data from image capture systems and company surveillance video may require special retention policies for company security reasons. Video files are quite large and create a storage challenge for long term retention and are difficult to move from on-premises storage to cloud storage, if so desired.

Archival of corporate social media and employee work-related social media and instant messaging accounts rank among the least archived data in mid-sized and large organizations.

There are a couple of explanations for this:

  • First, social media content is managed by the social applications themselves. Many organizations rely on the fact that content is protected and is accessed using the account credentials inherent in the platform when required for eDiscovery or regulatory compliance. However, there is no guarantee that social media content will be retained adequately by these providers, and so organizations that need to retain social media data, such as financial services firms, should have their own social media archiving capability.
  • Second, a special connection (available from third-party archiving vendors) is required to archive content from social media accounts. This option adds cost and complexity and there may not be sufficient demand to warrant the IT investment aside from those industries in which retention is mandated.

Other Notable Findings in the Report

The 23 top types of corporate content being archived is just one of the many valuable findings in this industry-leading report. To read the entire report and uncover all the dozens of learnings from the study just download your copy of “Strategic Archiving in a Rapidly Changing World” today.

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