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How do you calculate the cost of file archiving?

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File archiving is the process of storing and preserving files that are no longer needed for immediate use, but may be required for future reference, compliance, or legal reasons. As an administrative assistant, you may be responsible for managing the file archiving policies and procedures for your organization. One of the key aspects of file archiving is calculating the cost of storing and retrieving files, which can vary depending on the type, size, and frequency of files, as well as the storage medium, location, and service provider. In this article, you will learn how to calculate the cost of file archiving using some simple steps and formulas.

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Desmond Durrant

Sr. Lead Azure Cloud Architect/Developer | Cloud Security Strategy

1 Identify the file types

The first step to calculate the cost of file archiving is to identify the types of files that you need to archive. Different file types have different storage requirements, such as space, format, encryption, and retention period. For example, text files may take up less space than images or videos, but may need to be converted to a standard format or encrypted for security reasons. Similarly, financial records may need to be kept for a longer period than meeting minutes or newsletters. You can use a file inventory tool or a spreadsheet to list and categorize the file types that you need to archive.

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Desmond Durrant

Sr. Lead Azure Cloud Architect/Developer | Cloud Security Strategy
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Identifying the types of files is an essential first step in calculating the cost of file archiving. Here’s a simple guide to help you through the process. Identify File Types: Determine which files are critical and need archiving. This could include documents, emails, databases, multimedia, etc. Volume Assessment: Estimate the total volume of these files in terms of storage space (GB, TB, etc.). Access Frequency: Consider how often you’ll need to access these archived files. Frequent access can increase costs. Retention Policy: Define how long you need to keep the files. Longer retention can lead to higher costs. Compliance Requirements: Check if there are any legal or regulatory requirements for file retention that might impact cost.

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2 Estimate the file size

The next step to calculate the cost of file archiving is to estimate the size of the files that you need to archive. The size of the files affects the amount of storage space that you need, as well as the bandwidth and time that you need to transfer and access the files. You can use a file size calculator or a spreadsheet to estimate the size of the files that you need to archive. You can also use compression techniques or deduplication methods to reduce the size of the files and save storage space.

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Desmond Durrant

Sr. Lead Azure Cloud Architect/Developer | Cloud Security Strategy
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Estimating the size of files for archiving can be approached in different ways depending on the types of files and the compression method used. Here are some general tips. Check File Types: Some files, like text documents, typically compress well, while others, like already compressed videos or images, may not see much size reduction. Use Compression Tools: Many compression tools have a built-in feature to estimate the compressed size before actually compressing the files. Sample Compression: Compress a small sample of your files and note the compression ratio. Then, apply this ratio to estimate the total size. Disk Usage Commands: On Linux systems, you can use commands like du to get the actual disk usage of files and directories.

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3 Choose the storage medium

The third step to calculate the cost of file archiving is to choose the storage medium that suits your needs and budget. The storage medium is the physical or virtual device that stores your files, such as a hard drive, a tape, a CD, a cloud service, or a hybrid solution. The storage medium affects the cost of file archiving in terms of initial investment, maintenance, durability, reliability, scalability, and security. You can compare the advantages and disadvantages of different storage mediums and select the one that meets your criteria.

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Desmond Durrant

Sr. Lead Azure Cloud Architect/Developer | Cloud Security Strategy
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Choosing the right storage medium depends on your specific needs and budget. Here’s a quick guide to help you decide. For Desktop PCs and NAS. High-End HDD: Seagate FireCuda 8TB or WD Black 8TB1. Budget HDD: Look for drives with lower capacities but reliable performance. NAS Drive: Seagate IronWolf Pro 20TB or WD Red Pro 20TB are excellent choices1. For SSDs. High-Performance SSD: Seagate FireCuda 530 or WD Black SN850X offer fast speeds and high endurance. Mainstream SSD: Samsung 970 Evo Plus provides a balance between performance and price. Portable Storage: Samsung T7 Shield is a good option for those on the go. For Budget-Friendly Options: Consider traditional hard drives for large file storage if speed is not a priority.

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4 Determine the storage location

The fourth step to calculate the cost of file archiving is to determine the storage location that is convenient and compliant for your organization. The storage location is the place where your storage medium is located, such as on-site, off-site, or remote. The storage location affects the cost of file archiving in terms of accessibility, availability, recovery, and regulation. You can consider the factors such as frequency of access, speed of retrieval, risk of loss or damage, and legal or ethical obligations when choosing the storage location.

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5 Select the service provider

The fifth step to calculate the cost of file archiving is to select the service provider that offers the best value and quality for your organization. The service provider is the company or individual that provides the storage medium, location, and related services, such as installation, backup, restoration, migration, or deletion. The service provider affects the cost of file archiving in terms of fees, contracts, guarantees, support, and reputation. You can compare the features and benefits of different service providers and negotiate the terms and conditions that suit your needs.

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6 Calculate the total cost

The final step to calculate the cost of file archiving is to calculate the total cost of storing and retrieving your files. The total cost of file archiving is the sum of the fixed and variable costs that you incur for your storage medium, location, and service provider. You can use a formula or a spreadsheet to calculate the total cost of file archiving based on the factors such as storage space, transfer speed, access frequency, retention period, and service fees. You can also use a cost-benefit analysis or a return on investment calculation to evaluate the effectiveness and efficiency of your file archiving solution.

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7 Here’s what else to consider

This is a space to share examples, stories, or insights that don’t fit into any of the previous sections. What else would you like to add?

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How do you calculate the cost of file archiving?

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1 Identify the file types

2 Estimate the file size

3 Choose the storage medium

4 Determine the storage location

5 Select the service provider

6 Calculate the total cost

7 Here’s what else to consider

Administrative Assistance

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How do you calculate the cost of file archiving?

1

2

3

4

5

6

7

1 Identify the file types

2 Estimate the file size

3 Choose the storage medium

4 Determine the storage location

5 Select the service provider

6 Calculate the total cost

7 Here’s what else to consider

Administrative Assistance

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