It is often difficult to locate important files from a storage room filled with numerous boxes. You may also need information that you cannot access when you lose your computer. The best way to ensure you store your files and folders for many years is by having an archiving plan through the help of archive software.
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What are document archiving and archive software?
Document archiving is the process of storing static records, using archive software, until when you need to access them in the future. Archived documents do not change, and therefore, you do not have to worry about them being overwritten during website management.
Archive software involves the use of programs the compress several files and folders into one file and store them in the cloud.
Are you wondering where to begin when using archive software? Explained below are six basic steps that will help you use archive software. Read more to find it out.
Select files and folders you want to archive
A file containing one or more data files is known as an archive. You need to decide on the files and folders you want to archive to ensure you do not archive any data you are currently using. This is because archiving acts as secure secondary storage for all inactive data you need to be retained for a long time.
Check if the archive attribute is on
The archive attribute for most files is usually turned on once the file is modified or created. Moving files from one folder to another also allows the turning on of the archive attribute because the file is new to the folder. However, if the file’s archive attribute is off, viewing or opening the file will not make it an archive file.
Change the archive attribute
If you want to turn the archive attribute on or off, you can manually change the setting of an archive file through the command line. The attrib command will help you view, set, or clear archive attributes by issuing a simple command prompt. You can also use the following steps in the normal graphical interface found in Windows.
- Right-click on a file
- Choose properties
- Click on the advanced button on the general tab
- Click on the box next to file/folder is ready for archiving
- Click okay to save changes.
Which data can be archived?
Archiving software allows you to store structured and unstructured data. You can transfer images, contracts, financial reports, emails, documents, among others. The selected files and folders for archiving are compressed to ensure they use as little space as possible. This means that you can use archiving software to store multiple files for a long time.
How to recover data
There is a search feature embedded in the archiving software that allows users to find specific information. Archiving software makes your search easier by offering the closest matches to your search. This ensures you can easily access and recover the data you are looking for quickly.
Conclusively, archiving software helps prevent system overload that often results in reduced performance in your computers. The above guideline will aid in using the archiving software for the regular moving of all inactive data. Click to learn more about archiving files
