Archive Vs Working Backup
There are numerous subtle differences and similarities between the two opposing methods of data capture - archiving and backing-up. Which one works best for you is largely dependant on your own individual requirements.
Removing or Copying Data
The fundamental difference between the two storage solutions can be found in their individual ultimate purpose. Archiving data onto a secondary device - such as an external hard drive or server system - is a way of transferring vast quantities of data from your primary source to an external secondary device, subsequently freeing up memory space. Backing up your data on the other hand, is a way of taking a complete copy of all your essential files and folders and storing them elsewhere for safety.
Keeping System Files Safe
Therefore, taking a backup of your system files doesn't necessarily reduce the data content on your primary hard drive. It is essentially a snapshot of your hard drives contents at any one time, available in case of either physical or viral damage to your system. As such, and depending on your own system content and its relative importance, it is frequently available for update, thus ensuring that your data is up to date and transferable immediately if necessary.
Removing Unwanted Data
Archiving uses a slightly different method for storing data. The process is usually done at set junctures - maybe weekly, fortnightly or monthly, again depending on your own requirements and data storage - whereby defunct or unused files are automatically siphoned off from those in current usage and transferred to the external archiving drive. Whilst the files remain accessible in case of emergency, their removal from the primary computer or file storage system frees up physical space, thus adding extra capacity to your hard drive. It is largely used in automatically archiving e-mails to prevent congestion, particularly by large companies with heavy mail traffic.
Frequency of Data Transfer
Another significant difference between the two is the frequency with which they are accessed. A backup can happen at any time, in fact many people and companies use a kind of rolling backup, whereby the system is almost constantly being backed up to ensure all the latest software and documents are safely stored. A data archive is just that; a collection of old files that are stored for safe keeping should a situation arise where they are required. Meaning that the archive documents don't need to be updated or accessed with anything like the same frequency of the system backup of live data.
Data Storage Devices & Software
Both archiving and backing up data requires a secondary unit to which you can transfer the required files. For home users and small companies this will tend to be a large external hard drive, which can either be used for a standalone machine or networked to provide access for a LAN. Larger companies may well require a central hub server, with both on-site and off-site storage capacity for extra security.
There are also a number of software items that help you to easily choose which files to archive and/or backup. Backup software, like those offered by Acronis and UtiliSync, will help you create backups in the first place and can then be used to instantly reinstate files should they, or the system, become damaged. Similarly archiving software will automatically identify files ready for archiving and providing the means with which to transfer the data to a secondary storage facility.
So whilst the ultimate aim of safe storage and retrieval remains very much the same, the way in which it is achieved and the reasoning behind each are extremely varied. Archiving provides a solution for old programmes and files that are clogging up your system that doesn't involve permanent deletion. Backing up provides a complete copy of your entire system at any one time, storing it safely on a secondary device in case of corruption on the original.