File Server and Network Drive Archiving
Archive file systems, secure files, preserve information and ensure compliance with AvenDATA.
From classic file systems on network drives and mixed folder structures to individually organised document repositories, we archive unstructured data from legacy file systems of all kinds — across every industry, from operational reporting to statutory financial documentation.
The Challenge
Historical files in legacy file systems are important, but access to them is becoming increasingly difficult.
During IT migrations, server shutdowns or the dismantling of outdated directory structures, companies regularly face a critical task.
File systems — often folder hierarchies built up over many years, containing Excel, Word, PowerPoint or PDF documents — still hold information that remains relevant for tax, legal or business purposes.
However, maintaining the associated infrastructure is costly. File formats become outdated, software licences expire, and knowledge of the original storage structure is lost.
Access to important files becomes difficult or impossible, even though those files must remain available, searchable and audit-proof.
This is where AvenDATA comes in, with an archiving solution built specifically for legacy file systems.
A Proven Archiving Solution,
Backed by More Than 17 Years of Project Experience
The archiving of unstructured file systems containing Excel, Word, PowerPoint and PDF documents has been continuously tested, refined and optimised by AvenDATA for more than 17 years, across thousands of real-world decommissioning projects.
Thanks to our structured, established approach, we have been able to answer every enquiry reliably and transparently over the years — whether from auditors, business departments or legal authorities.
ViewBox, our proprietary research and archiving platform, has proven itself powerful for audit-proof analysis.
It is used not only by numerous medium-sized companies but also by more than half of Germany’s DAX-listed corporations — clear proof of its stability, flexibility and practical usability at the highest level.
ViewBox is used worldwide, from Europe to Asia to North America.
Keep Your Documents Alive — Easy to Search, Filter and Access
with ViewBox
We do not simply transfer all files from your legacy file system; we also ensure that you can continue to research, view and use them over the long term.
This includes:
- Reproducing central folder structures and document classifications
- Transferring and mapping individual folder structures and custom file naming conventions
- Archiving all relevant documents — invoices, presentations, work instructions, reports and contracts — in a verifiable, tamper-evident form
- Implementing specific filter and search functions so that content can be found quickly, regardless of its original storage location
- Digitally signing all documents to establish proof of immutability, giving you legal certainty in audits, internal controls and legal proceedings
Before we start a project, we define together which files and structures must remain accessible — whether for tax purposes, legal evidence or internal reference.
With more than 17 years of experience across countless archiving projects, we know how to preserve your data so that it continues to deliver value.
In ViewBox, your files stay searchable, reportable and ready to use, even years after the original system has been shut down.
For audits, internal reviews or legal requirements, you retain complete access to your content — secure, structured and always available.
Fast Project Delivery and Strong Economic Benefits,
Even with Large File Systems
Archiving a legacy file system usually takes between one and three months, depending on data volume, structural complexity and the variety of formats involved.
Thanks to our clearly defined, standardised methodology, we can archive even large file collections that have grown organically over many years — efficiently, securely and transparently.
We have successfully completed projects involving hundreds of millions of files and several hundred terabytes of documents, all transferred into ViewBox, including structured storage, metadata migration and complete documentation.
With our proven project methodology, clients benefit from significant savings within a short period — particularly in storage costs, backup overhead, maintenance of outdated directory structures, software licences for legacy formats and internal IT support.
The economic value is reflected not only in cost reductions but also in legal compliance and the permanently guaranteed availability of business-critical content.
In the vast majority of our projects, return on investment is achieved in well under one year, through measurable savings in licences, infrastructure and internal resources.
File System
Analysis
The first step is a detailed analysis of your existing file environment. This forms the basis for an accurate assessment of the project duration and expected costs for archiving your legacy file system.
We examine both technical and organisational aspects, including:
- Access rights and permissions for the existing environment (e.g. network drives, file servers)
- Type, structure and scope of the existing files (e.g. Excel, Word, PowerPoint, PDF)
- Relevance of specific directories and document groups (e.g. project reports, contract documentation, annual financial statements)
- Individual characteristics such as custom file naming conventions, non-standard storage logic or additional metadata
- Technical options for data transfer (e.g. a supplied SSD, a physical rack or a secure SFTP connection)
We then summarise the results for you in a binding, fixed-price proposal that gives you complete planning and budget certainty.
File System
Project Archiving
Once the analysis is complete, the project itself begins — methodical, efficient and governed by clearly defined milestones.
In a joint kick-off meeting, we clarify all organisational and technical requirements with your team. From that point onwards, we take on most of the work for you, including:
- Setting up access to the file system (e.g. via VPN, secure data export or the provision of hard drives)
- Exporting and transferring the relevant folders and files
- Reproducing the original folder structure within ViewBox
- Documenting every step to ensure audit compliance and traceability
- Digitally signing documents to guarantee proof of immutability
Our experienced project managers support you throughout the entire process and ensure a smooth workflow with minimal demand on your resources.
At the end of the project, we jointly conduct structured testing and acceptance phases to confirm that all content has been archived completely, correctly and transparently, and that it remains fully searchable.
File System
Archiving Results
Once the project is complete, all relevant folder structures, files and document groups from your legacy file system are transferred into ViewBox.
ViewBox is a web-based platform that gives you and other authorised parties fast, secure and traceable access to archived content, even years after the original file system has been decommissioned.
There is an additional benefit: we reconstruct central storage structures and linked information, so that business, tax and legal analyses remain possible without any need to access the original network drive or file server.
Once ViewBox has been successfully implemented and accepted, the original file system can be fully decommissioned.
At the end of the project, you receive comprehensive project and process documentation that transparently records every step, with particular regard to:
- The method of data transfer and data migration
- The structure and categorisation of the archived content
- The test and acceptance phases completed
In addition, we document every step of the archiving process in an audit-proof manner within our Jira-based ticket system — from data export and system integration, through to final acceptance and, if applicable, the later deletion of the source system. This ensures that third parties and external auditors can fully trace at any time how the archiving was performed.
ViewBox: Making Archived File Systems
Genuinely Usable
With ViewBox, AvenDATA offers a powerful platform designed specifically for accessing content from decommissioned file systems.
Through an intuitive web interface, ViewBox enables fast searching, in-depth analysis and targeted retrieval of archived folder structures and documents — without ever having to touch the original file system, network drive or file server.
ViewBox delivers three guarantees for your files:
- They remain understandable and usable, even years after decommissioning
- They are always available in a tamper-evident form
- They are organised and ready for internal and external audit processes
A special feature is automated data deletion: files are removed automatically, in a rule-based and traceable manner, once the applicable legal or internal retention periods have lapsed.
The application runs on a cloud infrastructure certified to ISO 27001 and undergoes regular security and functionality testing. It can equally be deployed in an on-premises environment, depending on your compliance or IT requirements.
Ready for the
Next Step?
In a one-hour expert session, we analyse your file systems — whether they are long-standing folder structures, project directories or unstructured document repositories.
We will show you, live, how to decommission your file system efficiently while maintaining long-term access to all content, including:
- A systematic review of data structure, data transfer and document classification
- A live demonstration of ViewBox
- An explanation of how we map filters, metadata and document relationships
- A reliable estimate of effort, project duration and costs
Transparency from the start.
Our project proposals are based on clearly defined fixed prices, guaranteed with no renegotiations. Quality, reliability and fair value for money are at the heart of what we do.
Book your free expert session now.
Quick Answers to Your Questions
Personal and without obligation, regarding file server and network drive archiving.
Personal and without obligation, regarding file server and network drive archiving.
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