Intermedia Archiving – Why retention-based archiving is a better approach for businesses than just storing data

As businesses adopt UC platforms to improve collaboration and productivity, important conversations and interactions take place across a myriad of communication channels such as chat, SMS, voice recordings, and more. Intermedia Unite Archiving offers a unified solution for archiving these communications for businesses using Intermedia Unite. To greatly simplify this process, Intermedia Unite Archiving is packaged around the desired retention, specifically using rolling retention requirements instead of predicted data storage requirements. This approach is beneficial for businesses in the financial services, healthcare, and legal sectors, where there are specific retention and compliance requirements. It also provides a simple and business-friendly model for the average business that wants the benefits of archiving without requiring additional administrative overhead.

“Rolling retention” refers to the policy of retaining data for a specified duration from its creation date. For example, a 3-year rolling retention policy means that an item will be retained for 3 years after its creation date before being deleted. This is different from storage requirements, which primarily concern the amount of data that can be stored, can be difficult to predict, and don’t explicitly support retention periods. Also, storage plans usually penalize overages, which encourages a business to provision and pay for more than they may need. By contrast, with Unite Archiving, an organization selects the desired retention period, and the required storage is automatically provided (with fair use limits). By focusing on rolling retention requirements, the archiving process becomes simplified. Businesses can automatically manage the retention of their communications data without worrying about the constraints of storage capacity. This approach can lead to cost savings and ease of management.

Intermedia Unite Archiving offers several benefits for small businesses using the Intermedia Unite platform. By centralizing the archiving process, businesses can save costs on storage and management, and efficiently meet their rolling retention requirements. Furthermore, the service provides powerful contextual search, making it fast and easy for businesses to access and retrieve their archived data when needed.

Meeting rolling retention requirements can pose challenges, especially for businesses with limited resources. Intermedia Unite Archiving helps address these challenges by offering a scalable and efficient solution that grows with the business, ensuring that compliance and legal obligations are met.

In the context of legal actions, businesses have the obligation to retain communications data that may be relevant to a case. Failure to do so could result in fines, penalties, or adverse legal outcomes. By using Intermedia Unite Archiving, any business using Intermedia Unite can ensure that their communication data is retained to meet legal requirements and can be easily retrieved when needed.

Cost considerations for businesses related to storage can be complicated and hard to predict as organizations scale and usage increases. Intermedia Unite Archiving helps mitigate these costs by providing a solution that is focused on retention requirements, reducing the need for large or unpredictable storage capacities. This ultimately allows small businesses to manage their archiving processes more efficiently and cost-effectively.

Intermedia Unite Archiving offers a comprehensive and efficient solution for small businesses across regulated and non-regulated industries. By focusing on rolling retention requirements, the service simplifies the archiving process, ensures compliance with regulations and internal governance, and helps businesses save costs while protecting themselves.

Craig Woods

Craig Woods is the Director of Product Marketing at Intermedia.