Archive Your File Servers and Network Drives
Secure your unstructured data, retain critical information and support CRA compliance with AvenDATA.
From classic network drives and mixed folder structures to highly customized document repositories: we streamline legacy system retirement by securely archiving unstructured data from file platforms of every generation and industry, covering everything from daily reporting to mission-critical financial documentation.
The Challenge
Your historical file systems hold critical unstructured data, yet accessing these files is becoming increasingly difficult.
As you drive IT modernization, shut down servers or retire outdated directory structures, your organization faces a critical task.
Legacy file systems are massive folder hierarchies built over decades, packed with Excel, Word, PowerPoint and PDF documents. They hold the exact records you need to support corporate analytics, reduce litigation risk and maintain complete CRA compliance.
Yet maintaining the underlying infrastructure steadily drains your budget. File formats become obsolete, costly software licences expire and the specialized internal knowledge needed to navigate the original folder structures is rapidly disappearing.
Retrieving vital files becomes a serious operational liability just when auditors expect full audit readiness. You must keep these unstructured documents fully accessible, quickly searchable and permanently secure to meet strict regulatory requirements.
This is exactly where AvenDATA steps in with our proven solution for archiving legacy file systems.
Industry-Standard Platform
Backed by More Than 17 Years of IT Modernization Expertise
AvenDATA has spent more than 17 years perfecting the secure archiving of unstructured file systems. Through thousands of successful legacy system retirement projects, we have continuously refined our approach and modernized our infrastructure.
Our proven methodology helps your organization navigate complex regulatory landscapes. We ensure full audit readiness so you can confidently resolve internal department inquiries, reduce litigation risk and meet strict CRA requirements.
Our ViewBox software powers this transition as an industry-standard retrieval platform. It delivers reliable performance for secure, tamper-proof research and enterprise-wide corporate analytics.
More than half of the top TSX-listed companies and many global enterprises trust ViewBox. This broad adoption demonstrates the stability, agility and operational performance of our platform.
From North America to Europe and across Asia, ViewBox is the proven solution helping businesses worldwide.
Your Archived Files Live On
Searchable Assets and Structured Information Powered by ViewBox
We do more than extract files from your legacy network drives. We enable your organization to permanently access, analyze and use this vital unstructured data within ViewBox.
Our file system archiving service includes:
- Structural Replication: We precisely rebuild your original file logic within ViewBox.
- Customized Precision: We securely migrate and accurately map your bespoke folder logic and user-defined file naming conventions.
- Complete Record Coverage: We securely archive every critical record, from financial invoices and corporate presentations to operational guidelines and legal contracts.
- Advanced Searchability: We implement targeted filter and search capabilities, making your content instantly discoverable regardless of its original storage location.
- Tamper-Proof Evidence: We digitally sign every document to provide tamper-proof evidence, ensuring strong legal protection during CRA audits, internal reviews and complex litigation.
Before your legacy system is retired, we work directly with your leadership team. Together, we define the exact files and directory structures required for future tax purposes, legal evidence and internal corporate reference.
You benefit directly from our extensive experience archiving a wide range of file platforms for TSX-listed companies and global enterprises.
Even decades after you decommission your original file servers, ViewBox lets you independently search, filter and analyze your data.
Whether you are responding to internal queries, managing litigation risk or facing rigorous CRA scrutiny, you keep full control over your content. Everything remains clearly structured, fully traceable and instantly accessible.
Accelerated Execution and Strong Economic Value
Measurable ROI, Even for Highly Complex File Systems
Retiring an outdated file environment typically takes just one to three months, depending on your data volume, structural complexity and the variety of file formats.
We use a highly structured, standardized methodology to streamline your IT modernization. This proven approach lets us efficiently and securely archive even the largest, historically grown enterprise data repositories.
We have successfully transferred large projects containing hundreds of millions of individual files and multiple terabytes of documents into our secure archiving solution. Your storage structures, critical metadata and complete system documentation remain fully intact.
Thanks to our established methodology, your organization realizes financial benefits almost immediately. You significantly reduce ongoing expenses by eliminating costly storage overhead, intensive backup efforts, legacy directory maintenance, obsolete software licences and internal IT support work.
Your economic value extends far beyond cost reduction. You gain legal certainty and the permanent availability of your mission-critical content.
In the vast majority of our projects, clients achieve a full return on investment in well under one year. You realize measurable, lasting savings on software licences, IT infrastructure and internal resources.
File System
Analysis
The critical first step in your IT modernization is a rigorous analysis of your existing file environment. This in-depth review establishes the foundation needed to accurately project timelines and control costs for your legacy system retirement.
We carefully evaluate both the technical architecture and your organizational content to support CRA compliance and audit readiness. Our comprehensive assessment covers:
- System Accessibility: We map your access protocols and user permissions across existing network drives and legacy file servers.
- Data Architecture: We analyze the type, structure and scale of your existing files, from everyday Excel and Word documents to complex PDFs and presentations.
- Mission-Critical Assets: We determine the regulatory relevance of specific folder directories, including project reports, contract documentation and annual financial statements.
- Customized Logic: We catalogue all unique system characteristics, including user-defined file naming conventions, bespoke storage logic and additional metadata.
- Secure Extraction Pathways: We establish the optimal technical route for data transfer, using provided SSD hardware, physical racks or highly secure SFTP connections.
We consolidate these insights into a clear fixed-price proposal. This gives your organization full financial predictability and enables your executive leadership to make decisions with confidence.
File System
Archiving Project
Once we finalize your system analysis, your IT modernization project launches with strict efficiency and clearly defined milestones.
We begin with a collaborative kick-off meeting. Together with your leadership team, we align on all technical requirements and strategic objectives.
From that moment, our experts do the heavy lifting. We manage the entire legacy system retirement process:
- Secure Access Configuration: We establish direct, highly secure access to your file system via a dedicated VPN, a secured data export or physical hardware provisioning.
- Reliable Data Transfer: We export and securely migrate all relevant folder directories and mission-critical files.
- Structural Replication: We precisely rebuild your original file logic within ViewBox, our industry-standard platform.
- Full Audit Trail: We document every step to support CRA compliance and clear legal traceability.
- Digital Signatures: We digitally sign every document to provide tamper-proof evidence.
Our experienced project managers guide you through every phase, ensuring a smooth transition while requiring minimal internal resources from your team.
We conclude the project with rigorous testing and formal acceptance phases. We verify that all of your content is permanently archived, completely accurate and easily searchable for future audits.
File System
Archiving Results
When your IT modernization project is complete, all critical folder structures, individual files and document clusters are migrated into ViewBox, our proven industry-standard platform.
ViewBox is a secure, web-based retrieval system. It gives your organization fast, secure and fully compliant access to archived content, even decades after your legacy system retirement.
Your Strategic Advantage: We accurately reconstruct your central storage structures and linked information. You can resolve technical inquiries, carry out complex legal research and complete tax evaluations without ever logging into the original network drive or legacy file system.
Once ViewBox has been implemented and formally accepted, you can permanently shut down your legacy infrastructure. This lets you immediately reduce maintenance costs and eliminate unnecessary hardware overhead.
At project completion, you receive comprehensive procedural documentation. It ensures full transparency and supports CRA compliance by detailing:
- Data Extraction Methodology: The approach used for your data transfer and secure migration.
- Archived Architecture: The structural classification and categorization of your content within ViewBox.
- Quality Assurance: The rigorous testing and formal acceptance phases completed by our team.
In addition, we log every archiving milestone in our Jira ticketing system. From the initial data export and system integration to final approval and the deletion of the source system, every step is fully traceable. This gives external auditors clear evidence of a fully compliant and secure archiving process.
ViewBox Enterprise
Use archived data from legacy systems securely and quickly
With ViewBox Enterprise, AvenDATA offers a powerful platform for secure access to data from decommissioned ERP systems and other legacy systems. The solution combines modern search and analysis functions with high performance, comprehensive security mechanisms and intelligent features developed entirely with the help of artificial intelligence.
ViewBox Enterprise ensures that your archived data:
- remains understandable and usable many years after a system has been shut down
- can be searched, filtered and analyzed quickly and precisely
- is available in an audit-proof, traceable form for both internal and external audits
- is protected against unauthorized access through role-based permissions
- can be analyzed more efficiently with the help of intelligent features
- remains available independently of the original application
One standout feature is automated, rule-based data deletion. On the basis of statutory, contractual or company internal retention periods, data can be deleted in a controlled, traceable and documented manner once the applicable period has expired. In this way, ViewBox Enterprise supports companies in meeting their data protection and compliance requirements.
That way, historical company data stays available for the long term!
Ready to Take
Your Next Step?
In a one-hour strategic consultation, we will evaluate your organization’s legacy file systems together with you, whether they consist of historically grown folder hierarchies, large project directories or completely unstructured document repositories.
We will show you live how to streamline your legacy system retirement and maintain permanent CRA audit readiness for your critical historical content, including:
- Strategic alignment on structural architecture, secure data migration and comprehensive document classification
- An exclusive live demonstration of ViewBox, our industry-standard platform
- A clear breakdown of how we accurately replicate your complex filters, essential metadata and intricate document relationships
- A rock-solid assessment covering required effort, precise timelines and total investment
Full transparency from day one:
Our project proposals are based on strictly defined fixed pricing, with no hidden fees or renegotiations. Our entire methodology focuses on delivering uncompromising quality, unwavering reliability and an exceptional ROI.
Book your complimentary executive consultation today to accelerate your IT modernization.
Instant Answers to Your Questions
Personalized, risk-free consultation on your file server and network drive archiving strategy.
Personalized, risk-free consultation on your file server and network drive archiving strategy.
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