Mobile archiving is the process of managing and preserving electronic information on mobile devices. This can include text messages, call logs, contact information, photos, and videos. Mobile archiving can help businesses and individuals protect their data if a device gets lost or stolen. It can also help to ensure compliance with data retention laws.
How Does Mobile Archiving Work?
It involves creating a copy of all or selected data from mobile devices and storing it on a secure server. When companies back up information for compliance reasons, everyday workers typically do not have access to the data. However, the IT team may choose to restore the data in the event of a breach or after upgrading workers to new devices.
What Are the Benefits of Mobile Archiving?
Implementing mobile archiving often leads to policy changes, work process adjustments, and software installations. It could also require workers to take in existing hardware so the IT admin can install new software or make necessary configurations. Is it really worth the extra work? Here are some benefits to consider.
Mobile archiving helps businesses comply with data retention regulations, such as SEC, FINRA, CFTC, and others. Remaining compliant also saves companies from unnecessary fines and scandals. Additionally, compliance guidelines increasingly address data protection, so they can safeguard consumer interests. This helps to rebuild the eroding trust in corporations.
By archiving mobile data on a secure server, organizations can protect their sensitive information in the event of a device failure or theft. This is especially true if the data is encrypted on the server. How much information an organization recovers depends on what it chooses to archive, such as whether it saved all device data or emails and chats.
Archiving data from mobile devices can help organizations preserve their digital history. This is especially important in the legal environment, where companies must keep track of all past communications and information. Ideally, the software also makes it easy to meet different retention requirements.
What Are Some Challenges of Mobile Archiving?
Mobile archiving plays an indispensable role in compliance and data security for companies worldwide. Even so, companies might face some difficulties. Identifying these ahead of time can make it much easier to address these problems before they spiral out of control:
- Cost: Setting up a mobile archiving solution might require additional investment, but the company must weigh this against its potential risks.
- Storage Space: Storing large amounts of data on a secure server takes up space and consumes resources. Organizations should check with their team to ensure they have enough storage space or the resources to pay for the additional storage they need.
- Legal Issues: Companies must ensure that their archiving solution complies with relevant data retention laws and regulations. This can be a complex process, as there are numerous policies to consider.
- Conflicting Interests: Companies must navigate laws that are sometimes conflicting. For example, data privacy laws might uphold consumers’ rights to be forgotten, but anti-money laundering laws do not.
What Are Some Best Practices for Mobile Archiving?
Best practices don’t guarantee smooth sailing, but they increase the odds of implementing an effective process. Here are a few you should start with:
- Secure Company-wide Support. Managers often focus on getting support from the executive suite without realizing input from the IT team and everyday workers is just as important.
- Educate Workers. Organizations must ensure that their employees understand and comply with the company’s mobile archiving policy.
- Use Secure Protocols. Companies should use secure protocols to transmit, store, and access archived data. This protects confidential information from hackers.
- Frequently Monitor Data. Organizations need to monitor their archived data continually to ensure it meets compliance requirements.
- Identify Mobile Devices. Will you use the same archiving process for all devices, and will laptops get lumped in with other mobile devices?
- Use Automation. Automation can reduce manual effort and help ensure the accuracy of archived data.
How Can Automation Streamline the Mobile Archiving Process?
Automation reduces tedious, repetitive tasks, helping IT teams focus on more important goals. It also enables companies to comply with relevant regulations faster and more efficiently. Automation can also help organizations quickly identify anomalies or suspicious activities, thereby reducing security risks.
Most automated solutions also include high-tech features your team may find it cannot live without once it gets used to them. Consider the following examples:
- Instant deployment and compatibility with varying infrastructure models
- Comprehensive archiving of all selected data
- Expansion to include BYOD program devices
- Customizable retention and deletion policies
- Compatibility across major devices and OS
- Support from well-trained technicians
LeapXpert provides these features and more to its customers worldwide. Our solutions have drastically changed the way companies approach everything from internal audits to criminal investigations and compliance. Are you ready to see what we can do for your organization? Get started with a free demo.