Archiving File Systems – Securing Files,
Preserving Information, Ensuring Compliance – with
AvenDATA.
From classic file systems on network drives and mixed folder structures to individually organized document repositories, we archive unstructured data from legacy file systems of all kinds and across all industries, from reporting to financial documentation.
The Challenge
Historical files in old 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During IT migrations, server shutdowns or the dismantling of outdated directory structures, companies regularly face a critical task: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 relevant information for tax, legal or business purposes.
However, maintaining the associated infrastructure is costly, file formats become outdated, software licenses expire and knowledge of the original storage structure is lost.
Access to important files becomes difficult or even impossible, even though they must remain available, searchable and audit proof.
This is exactly where AvenDATA comes in with its archiving solution for legacy file systems.
Proven Archiving Solution
with More than 17 Years of Project Experience
The archiving of unstructured file systems such as Excel, Word, PowerPoint and PDF documents has been continuously tested, refined and optimized by AvenDATA for more than 17 years in thousands of real world decommissioning projects.
Thanks to our structured and established approach we have been able to reliably and transparently answer all inquiries over the years – whether from auditors, business departments or legal authorities.
Our proprietary software ViewBox has proven itself as a powerful solution for audit proof research and analysis.
It is in use not only by numerous medium sized companies but also by more than 50 percent of DAX listed corporations – clear proof of its stability, flexibility and practical usability at the highest level.
From Europe to Asia to North America – ViewBox is used worldwide.
Keep your documents alive – easy to search, filter and access
with ViewBox
We not only transfer all files from your old file system, we also ensure that you can continue to research, view and use these files in the long term.
This includes, among other things:
- Reproducing central folder structures and document classifications
- Transferring and mapping individual folder logics or custom file naming conventions
- Audit proof archiving of all relevant documents such as invoices, presentations, work instructions, reports or contracts
- Implementing specific filter and search functions to make content quickly findable, independent of the original storage location
- Digital signing of all documents to ensure proof of immutability – for maximum legal security in audits, internal controls or legal proceedings
Before we start a project we define together which files and structures should remain accessible, whether for tax purposes, legal proof or internal reference.
With decades of experience from countless archiving projects we know how to preserve your data so it continues to deliver value.
In ViewBox your files stay searchable, analyzable and ready to use even years after the original system has been shut down.
For audits, internal reviews or legal requirements you enjoy complete access to your content – secure, structured and always available.
Fast Project Execution and Strong Economic Benefits (Measurable ROI)
– Even with Large File Systems
The archiving of old file systems usually takes between one and three months, depending on data volume, structural complexity and variety of formats.
Thanks to our clearly defined and standardized methodology we can archive even large and historically grown file collections efficiently, securely and transparently.
We have successfully completed projects involving hundreds of millions of files and several terabytes of documents, all transferred into our archiving solution ViewBox , including structured storage, metadata migration and complete documentation.
With our proven project methodology clients benefit from significant savings within a short period of time, particularly in storage costs, backup effort, maintenance of outdated directory structures, software licenses for legacy formats and internal IT support.
The economic value is not only reflected in cost reductions but also in legal compliance and the permanently secured availability of business critical content.
In the vast majority of our projects the return on investment is achieved in well under one year, thanks to measurable savings in licenses, infrastructure and internal resources.
File System
Analysis
The first step in archiving an old file system is a detailed analysis of your existing file environment. This analysis forms the basis for an accurate assessment of project duration and expected costs in connection with the archiving of your legacy file system.
We examine both technical and organizational aspects, including:
- Access and permission options for the existing file system (for example network drives, file servers)
- Type, structure and scope of the available files (for example Excel, Word, PowerPoint, PDF)
- Relevance of specific folder areas and document groups (for example project reports, contract documentation, annual financial statements)
- Individual characteristics such as custom file naming conventions, special storage logics or additional metadata
- Technical options for data transfer, for example via a provided SSD hard drive, a physical rack or securely via SFTP connection
We summarize the results for you in a binding fixed price proposal that provides maximum planning and decision making certainty.
File System
Project Archiving
Once the analysis is complete the actual project begins – structured, efficient and with clearly defined milestones.
As part of a joint kick off meeting we clarify all organizational and technical requirements with your team. From that point onward we take over the majority of tasks for you, including:
- Setting up access to the file system (for example via VPN, secure data export or provision of hard drives)
- Exporting and transferring the relevant folders and file contents
- Structured reproduction of the original file logic in the archiving software ViewBox
- Documentation of all steps to ensure audit compliance and traceability
- Digital signing of documents to guarantee proof of immutability
Our experienced project managers accompany you throughout the entire process and ensure a smooth workflow with minimal resource effort on your side.
At the end of the project we conduct structured testing and acceptance phases together to make sure that all content has been archived completely, correctly and transparently and remains fully searchable.
File System
Archiving Results
Once the project is completed all relevant folder structures, files and document groups from your old file system are transferred into our proprietary software solution ViewBox.
ViewBox is a web based research system that provides you and authorized parties with fast, secure and traceable access to archived content even years after the original file system has been decommissioned.
An additional benefit: we reconstruct central storage structures and linked information so that professional, tax related or legal evaluations remain possible – without any need to access the original network drive or file system.
After the successful implementation and acceptance of ViewBox the original file system can be fully decommissioned.
At the end of the project you receive comprehensive project documentation or procedural documentation that transparently records every step – in particular with regard to:
- the type of data transfer and data migration
- the structure and categorization of the archived content
- the test and acceptance phases carried out
In addition we document every single step of the archiving process in an audit proof manner in our Jira ticket system – from data export and system integration to final acceptance and, if applicable, the later deletion of the source system. This ensures that third parties or external auditors can at any time fully trace how the archiving was performed.
Software and Research System ViewBox
– Making Archived File Systems
Intelligently Usable
With ViewBox AvenDATA offers a powerful reading and research system designed specifically for accessing content from decommissioned file systems.
Through an intuitive web interface ViewBox enables fast searching, structured analysis and targeted access to archived folder structures and documents – without any need to access the original file system, network drive or file server.
ViewBox ensures that your files:
- remain understandable and usable even years after decommissioning
- are always available in an audit proof manner
- are structured and ready for internal and external audit processes
A Special Feature: Automated Data Deletion with ViewBox. Based on defined retention periods, archived files can be deleted automatically in a rule based and traceable manner once legal or internal company requirements have expired.This keeps you fully compliant with GDPR and GoBD – without any manual effort.
The application is built on a certified cloud infrastructure and undergoes regular security and functionality testing. It can just as easily be operated in an on premises environment, depending on your individual compliance or IT requirements.
ViewBox – Ihre Brücke
zur strukturierten Nutzung alter Dateisysteme
Für Fachabteilungen, Steuerprüfer, Wirtschaftsprüfer, interne Controller oder Rechtsabteilungen: Ihre archivierten Dateien bleiben vollständig durchsuchbar, verständlich und auswertbar – ganz ohne Zugriff auf das ursprüngliche System oder Dateiserver.
Ready for the
Next Step?
In a one hour expert session we analyze your file systems, whether 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 structured review of data structure, data transfer and document classification
- A live demo of our ViewBox solution
- 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. And quality , reliability and fair value for money are at the heart of what we do.
Our project proposals are based on clearly defined fixed prices with no renegotiations. Quality, reliability and fair value for money are our main focus.
Book your free personal expert session now.
Quick Answers to Your Questions –
Personal and without obligation Regarding
File Server / Network Drive Archiving
Personal and without obligation Regarding
File Server / Network Drive Archiving
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