Every business of any size is creating an enormous number of files these days. A business will choose to store some files on local storage and some on remote storage. Important data is always backed up based on a set schedule.

The problem is that remote storage and back-up services cost money. The cost usually depends on the amount of data stored. The data stored grows every year, but the data is not all critical. It is simple to pick some data for permanent archive but sometimes the selection is not obvious.

The result is that the bill for storage and back-up increases each year at a higher rate than it should.

The business needs an easy way to select files based on “Last Accessed” not “Last Modified” date. The business can then move these files on to archive storage that costs less.

Use Cool-It to manage inactive files and support your company Data Retention Policy which should cover the following:

  • Active files are secure, immediately accessible and backed up
  • Inactive files take longer to access and are held in secure storage that is not backed up
  • Files to be destroyed are permanently archived for complete disposal according to policy

Managing inactive files in this way reduces online and back up costs.

There are very few applications that use the “Last accessed” dates (Cool-It does) which are crucial to manage unstructured file storage.

We divide data into the following categories:

CategoryDescriptionCool-It Options
1-Annualised DataComplete folders of data and specific types of files that can be reviewed each year and moved to Cool Storage according to Data Management PolicySelect specific folders or file types for inclusion, regardless of Last Date Accessed
2-Published DataComplete folders of data that are managed according to a change control process, updated infrequently but accessed widelySelect specific folders or file types for exclusion, regardless of Last Date Accessed
3-Cummulative DataUnstructured, unmanaged collections of data that can only be moved into Cool Storage based on the “Last Accessed Date” of each, individual fileSelect specific folders for inclusion, storing files in a mirrored folder structure depending on Last Date Accessed
4-Excluded DataComplete folders of data and specific types of files that can never be moved into Cool StorageSelect specific folders or file types for exclusion, regardless of Last Date Accessed
  • Security is based on your Windows Account
  • You can specify any TARGET with security you define as Cool Storage, local or cloud-based
  • All 4 options are available if your SOURCE files are stored on your network
  • Option 3 is not available for Azure Cloud Storage as a SOURCE, due to current Microsoft Azure limitations

Data Access

We are moving the files within the file system. For this, we are using the information of the source and target path provided by the user.

  • We are not storing any information.
  • We do not create, open, or edit any file from the file system.
  • We only delete source files after the copy of the target has been successful.
  • We are only moving files accessible by the user
  •  We are only storing some configurations in a file which is saved in Users-><Windows user>->App Data and the Target path

We collect only the following data

  • The source and Target path information for the file moves
  • The rules for selecting the files to move

Data Security

Specific Information we don’t collect

  • We do not collect any data whatsoever about people who visit our app.
  • We do not conduct any analysis within our app.
  • We do not allow third-party tracking of any kind on this app.