Enterprise Long-Term Data Archiving System for Digital Preservation and Compliance

The client faces difficulties in securely storing vast amounts of digital documents over extended periods, ensuring compliance with evolving regulations, maintaining data integrity, traceability, accessibility, and providing human-readable access even after several decades. Current systems lack the scalability, regulatory alignment, and standardized formats necessary for sustainable digital preservation of sensitive records.

A large governmental institution responsible for managing and preserving critical digital records for over 50 years, requiring secure, compliant, and accessible long-term document storage.

• Develop a scalable digital document archiving platform capable of processing and storing large volumes of data from diverse source systems.
• Ensure compliance with relevant standards and regulations such as ISO 14721, ISO 15489, GDPR, and accessibility standards (WCAG 2.0).
• Implement secure, traceable access controls with configurable retrieval and retention strategies, including controlled deletion policies.
• Design the system to guarantee data readability and integrity for at least 50 years, supporting multiple file formats (e.g., DOC, PDF, XLS, PNG, HTML).
• Embed data validation, conversion, and import functionalities to handle various data formats into a unified storage format.
• Provide robust metadata management to preserve original context and facilitate effective search and retrieval.
• Ensure compliance with security best practices, regular audits, and data integrity verification.

• Data import module with embedded digital converters for multiple file types
• Robust storage architecture supporting both original and unified formats
• Metadata management to preserve document context and facilitate retrieval
• Support for standards such as MoReq2 and Dublin Core for structured data organization
• Configurable retention, retrieval, and controlled deletion policies
• User access management with secure authentication and logging
• Accessibility features aligned with WCAG 2.0 standards for key user interfaces
• Regular compliance audits, security verifications, and data integrity checks
• A web-based user interface with main menu, search, dashboards, and user profile access

• Existing document management and source systems for data import
• Identity and access management systems for secure authentication
• Compliance monitoring and auditing tools
• Metadata catalog systems for enhanced search capabilities

• System scalability to support increases in data volume over 50+ years
• High availability with 99.9% uptime and disaster recovery capabilities
• Data security verified via regular security audits and compliance checks
• Performance optimized for large dataset retrieval within seconds
• Maintainability and flexibility for ongoing updates and standards compliance

The implementation of this digital preservation platform will enable the client to securely archive, manage, and access critical documents over a minimum of 50 years, ensuring regulatory compliance, improved data integrity, and enhanced accessibility. It is projected to streamline document retrieval processes, reduce compliance risks, and support strategic decision-making with reliable long-term data availability, supporting organizational transparency and accountability.