Securing access & readability for content in Microsoft 365 over the long term
Securing access & readability for content in Microsoft 365 over the long term
Microsoft 365 drives modern business, but relying solely on Enterprise Content Management (ECM) systems and static archives for long-term retention exposes organizations to serious risks. Critical information can become lost, unreadable, or untrustworthy if left unmanaged.
Key risks to the usability of long-term content
- Archival backlogs: Aging files accumulate in operational systems, creating a growing risk of loss.
- Storage & format obsolescence: Media degradation or outdated software can make files unreadable.
- Context loss: Modern records often encompass multiple different files and formats (e.g. emails with attachments); losing access to even one can fundamentally alter meaning.
- Discoverability & permission loss: If information cannot be found or accessed by the right people, it is effectively useless.
- Deletion & constant change: Live systems risk accidental deletion or ongoing edits that undermine record integrity.
- Bit-level & license failures: Corrupted data or lost software licenses render records unusable.
Why ECM and static archiving alone aren’t enough
Traditional archives & ECM systems manage operational information and enforce business processes they are not designed to guarantee long-term usability beyond the lifecycle of the platform. While these systems form an integral part of the information lifecycle, they were never designed to ensure the accessibility and authenticity of digital information over decades. They are static in nature as they do not actively check file format readability, integrity and automatically migrate files to the latest trusted formats. Both approaches leave organizations exposed to risks like unreadable files, loss of context, or inability to prove authenticity decades later.
The case for an intelligent long-term archive embedded in Microsoft 365
The answer lies in aggregating of files into a single, purpose-built Digital Preservation archive that automatically (aka intelligently) ensures long-term data remain readable, trustworthy, and accessible over decades.
Digital preservation addresses these risks directly with active monitoring, and automated file format migrations so organizations can keep information:
- Readable: Files are protected from format obsolescence with continuous migrations to the latest approved formats & files can be opened & read even without the original application
- Trusted: Secure access to content must be controlled & governed & each files authenticity & integrity can be evidenced using features such as checksums, file identification & audit trails of every action
- Complete: Complex information packages with multiple files & metadata must be kept as complete packages to maintain essential context whilst preserving each files individual integrity & readability
Unlike ECM’s or static archiving, digital preservation is purpose-built for long-term digital continuity, ensuring that Microsoft 365 content remains secure, usable, and compliant for decades.
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