Modern Computer systems are great, they have evolved to meet our every need regarding the storage and processing of information. What’s more they naturally reflect the way that people work.
They are designed by people, deployed by people and used by people.
However, that comes with a price. People are not naturally very ordered in the way they think and work. If you ask a group of people whether they would rather write a note down on a post-it or log into Outlook and create a calendar reminder most people would opt for the post-it.
Why? Because it’s easier. Is the post-it note better? No, not really.
You can lose it, you can spill coffee on it, it won’t actively remind you when it’s due for action and you can’t access it remotely. But it’s easier to create and manage. Its right there, it’s tactile, you can see it.
Often people take the same attitude to the choice between saving a file to a file share and saving something into a document management system. Very few organisation ever manage to completely migrate to a document management system, and those that do often find that users end up saving masses of content directly to their laptops or other local device.
This means that no matter where you go in the world you will inevitably find an overworked and unloved file server sat in the corner of the office/datacentre quietly holding masses of content for years on end.
Often people will see a file in a file share as more ‘real’ than a document in a document management system. It’s more tactile.
IT teams are also often reluctant to tackle the issue. That frequently comes down to cost. Those TeraByte’s of files on the file server are costing pence per day to maintain, but put them into a document management system and costs just to store them rocket!
What’s needed is a file server archiving solution that can tackle that overworked file server and bring order to the sprawling mass of content sat on it. There are many products that can do this, but one that we’d recommend you have a look at is Archive Manager by MLtek.
Price wise it sits in the mid-range of available solutions and has all the features you would expect. But it has one feature that makes it stand out amongst the others, it doesn’t use a database to store archived files in. It doesn’t even store references to archived files in a database, it’s done entirely at the file system level by making use of little known features built into depths of the Windows Kernel.
It can even leave behind completely seamless links to files when they are moved to archive storage.
There is already support for almost every known file system character set and paths up to 35,000 characters long, and they’ll even be full support for Chinese Traditional and Simplified UI’s soon as a result of their recent partnership with Solkenix (http://www.solkenix.com.tw/).