Bacula file retention is a system that allows automation of policies by employees or an employer which determines what is to be done to a file at a certain time.
Some of the options bacula file retention offers are:
- Automatic deletion of files on a set time or day.
- Sending or copying specific files to another person on a set day or time.
- Moving files automatically to a different system or folder or directory.
It is worth noting there are different retention settings options available in that bacula file retention can be fully automated, that is, you need not be at a computer for a particular action to be taken on a file. If you specified the document to be destroyed at a certain time of day, when the time or day arrives, the document will be destroyed
However, if you are not completely certain about the action to be taken, a pop-up window can appear for your confirmation. At this point, your input will be required for action to be taken on the file
Importance of the Bacula File Retention
Efficiency
Some companies and organizations still store or destroy their files in a highly inefficient way. They may be prone to deleting or destroying data too soon or prone to saving too much or unnecessary data.
Bacula file retention policy is a comprehensive file management system that makes it easier to organize files for record-keeping, storage, and retrieval. It also notes the expiry date of a file and how it will be destroyed.
Cost Saving
It becomes unnecessarily expensive to maintain unnecessary files. Employees waste time hence money sifting through files that may not be important. The storage of said files also costs quite a bit if stored in office spaces, cabinets, or hard drives which are costly to purchase.
It is, therefore, necessary to maintain relevant files and discard the irrelevant ones to save on the cost of storage.
Compliance
In case of failure to comply with the set privacy laws of an institution, one may be penalized. This may be as a result of failing to destroy files before the end of a specified retention period.
It is therefore in the best interest of an individual or a company to make sure they manage risk by ensuring a company is complying with the regulations in place.
Security
A culture of ensuring the security of files whether in hard copy or digital form is mandatory. This should be made very clear to employees and should be reinforced in their daily work routine. Employees should be trained on how to ensure the security of every file and make it a part of their everyday practice. This will promote a culture of security throughout the organization.
Access Control
Some information stored in some files may be sensitive and should not be accessed by everybody. Bacula file retention contains specific provisions for how information accessed can be used and by whom the information can be accessed. Information, in general, should be compartmentalized and should be made available to individuals on a need-to-know basis.
Decluttering
A cluttered workspace increases stress and reduces the productivity of employees.
It is important to delete unwanted files from hard drives to increase usable space in them and shredding or burning of hard copy files to create space in file storing cabinets. It is necessary to make sure the proper disposal methods are observed. This is to prevent files from falling into the wrong hands.
Hard drives should be erased and physically destroyed after use or when they break to prevent access of data in them as there is software out there that can restore deleted files.
File Destruction
Classified files, financial or medical files need to be destroyed after use or when the retention period is finished. This can be done in-house or by partnering with a document destruction company.
Bacula file retention partners with a credible document disposal company ensuring a secure chain of custody of files to be destroyed. This service should include email and hard drive destruction. A certificate of destruction must be issued every time this is done.
ConclusionNo individual or institution wants to lose or misplace their files for if it falls into the wrong hands, it might lead to losses. An orderly filing system is good for everybody as it saves time and money and reduces redundancy, confusion and increases the efficiency of the filing system. Saving and retrieving files becomes easier and faster. Bacula file retention is the way to go if you are looking for the above qualities.