Archiving Software: Secure & compliant archiving [2023]

We process more information and data than ever before

 This has brought a number of benefits.

 But it has also increasingly hindered us.

Development of Archiving

Have you ever needed an old quote or other information from a supplier that you had stored on a computer and now no longer have?

Or perhaps you were looking for a financial report from a few years ago and dug through a mountain of boxes in a rarely used storage room?

If you’ve ever experienced this, you know how frustrating it can be.

This is why archiving softwares are becoming increasingly popular.

In this article, we’ll go over what exactly an archiving software is, what uses there are, and what benefits it brings.

Table of Contents

Archiving Software: Definition

Before we get to archiving software, we need to understand the difference between static and dynamic documents

“Static” refers to unchangeable documents, such as signed contracts.

“Dynamic”, on the other hand, refers to changing documents that are continuously adapted over time.

For this reason, immutable documents can be stored in an archive, while dynamic documents are stored in a backup repository.

Global Archiving Archiving Market

The goal of archiving software is to store documents in a secure digital archive for long-term retention

Certain archiving software is application-specific, while others come as all-in-one platforms.

 Furthermore, archiving software can either be installed on-site, or obtained from the cloud.

Archiving Software: Applications

1) Email archiving

Emails are one of the most important means of global communication

However, while we are faced with an ever-increasing volume of email, information sent via email is usually not archived or otherwise stored, but most often simply remains in users’ inboxes.

In addition, organisations worldwide are faced with a growing number of compliance requirements – For example: GoBD.

Email archiving helps to systematically process and store emails to meet all requirements.

Learn more here.

2) SAP Data Archiving

As your productive SAP databases grow, so does resource consumption and administration overhead, while system performance deteriorates.

This is precisely why many organisations rely on SAP data archiving.

SAPdata archiving is used to remove mass data from databases that are no longer operationally needed in the system but should be retained

The advantage is that the database size and thus the storage costs can be significantly reduced.

In addition, system performance usually improves and downtimes during upgrades become increasingly rare.

Learn more here.

Microsoft Teams Archiving

Microsoft Teams is more popular than ever!

This is precisely why data management in Microsoft Teams is also becoming increasingly important.

Organisations are therefore increasingly turning to solutions that can archive Microsoft Teams data.

Whether it’s compliance or cleaning up old conversations, channels and content, archiving Microsoft Teams data has many benefits.

The important thing to understand here is that archiving Microsoft Teams data is not straightforward.

This is because data in Microsoft Teams is distributed across multiple locations.

Learn more here.

Archiving Software -- Applications

Archiving Software: Advantages


Archiving software has a comprehensive authorisation and tracking system

This enables you to protect documents from unauthorised access.

 It also allows you to see which archived documents have been updated and given new version numbers.


Particularly in the area of data retention, laws and regulations require organisations to retain business records for a prescribed retention period.

Failure to comply can result in severe penalties, including fines and even imprisonment in some cases.

Archiving software enables organisations to retain business records and other important information for as long as necessary to ensure compliance with laws and regulations.


From time to time organisations become the subject of litigation or government investigations.

When this happens, relevant data often needs to be made available, including electronically stored information.

Archiving software makes it easier for organisations to respond to such eDiscovery requests.

This is because it significantly reduces the risk of data loss and, thanks to its search functions, enables information to be found quickly and efficiently.

System Performance

Inactive data can place a heavy load on production systems.

This often leads to primary storage being overloaded, which in turn usually reduces system performance.

By routinely moving inactive data to secondary storage, for example using archiving software, organisations can ensure that primary storage is only used for active data.

In addition, system performance can always be optimised.


Even though archiving software makes information available quickly, it also ensures that information is kept secure (see Transparency)

In addition, certain archiving solutions allow sensitive information to be blacked out so that important data is always secure.

In addition, many archiving solutions include backup and disaster recovery functionality so that organisations can safely restore data in the event of an unplanned outage.

Archiving Software -- Advantages


Organisations are processing more information and data than ever before.

In this context, they especially have to deal with the flood of physical and digital documents.

For this reason, archiving software is becoming increasingly popular.

The goal of an archiving software is to store documents in a secure digital archive for long-term retention.

Especially in the areas of email, SAP and Microsoft Teams, archiving software is increasingly used.

 If organisations use archiving solutions, they have many advantages above all – from data transparency to data security.

Have we sparked your interest in an archiving software?

Please feel free to arrange a consultation with us!

Share article

Stephan Gehling

Stephan Gehling

I have been with H&S Heilig und Schubert InformationsManagement GmbH since 2007 and am responsible for the Business Communication Solutions and M365 division. With over 25 years of IT and project experience, I act as a specialist in the area of archiving solutions and Microsoft 365 Cloud products.

As an IT specialist with a Master of Business Administration and Microsoft Certified IT Professional (MCITP), I was already responsible for solution sales in the IP Networking and Security environment at Siemens AG, among others. As part of my BITKOM activities, I am involved in the Business Communication Solutions working group. It gives me great pleasure to explore new technologies and paths with partners and customers and to establish them successfully.


Please use this form to book your free consultation.