Basic repository functionality should be at the heart of any archiving solution

The first step to a successful long term information management strategy is to collect the information in a central, managed location that is indexed and backed-up. This will ensure that the threats of key information being stored on obsolete and volatile media are removed.

The characteristics of a successful repository of this sort are:

• Ingest. This should be as easy as possible to automate the gathering of information into a central location. It should also be flexible, coping with ingest from various sources using different metadata schemas all of which will change frequently. Lack of high quality ingest tools is one of the main barriers to successful system delivery.
• Data Management. Tools to edit and dispose of information in a controlled manner are essential including metadata editing, disposition to third party locations, hard and soft deletion and approval cycles.
• Storage. Bulk storage using commercially available file store is preferable. This may be disk only or tiered using fast and slow disks and tape storage with a full management system. Storage should also include tools to ensure that the bytes can be retrieved exactly as saved, using checksum and if required electronic signing technologies.
• Access. Consumers of the information must have full search and browse tools with an intuitive interface allowing fast access to complex data structures. This may also be integrated with other corporate content management systems allowing fully federated search.
• Administration. The system must include a complex security system allowing the definition of open and closed information and role based task allocation. Where possible this should integrate with the corporate identity management system.