Why Long-Term Data Archiving Matters in Labs

As laboratories produce vast amounts of data daily, the need for secure, accessible, and compliant data storage grows —from raw instrument readings and imaging files to compliance documentation and patient records. Regulatory frameworks such as ISO, FDA, and GxP standards mandate stringent requirements for data integrity, retention, and access, especially for labs operating in life sciences. It is worth noting that archiving and data preservation are different, this difference can drastically alter an institute’s ability to respond to audits, validate their findings, and meet the diverse and often complex retention requirements associated with scientific and clinical research.

Arkivum provides labs with a GxP compliant digital preservation system that meets the high demands of long-term digital preservation. Here are some of the solution’s core features and how they support essential lab operations:

 1. Ensuring Data Integrity and Safeguarding

One of the fundamental requirements for labs is ensuring data integrity across the data lifecycle. With the Arkivum platform, data is stored in secure, redundant locations, employing “fixity checks” that detect corruption over time. This goes beyond simple backups by actively monitoring stored data to reduce the risk of degradation. Files are archived across multiple locations, safeguarding data from localised threats and ensuring continuous availability.

 2. Support for Diverse File Types and The Ability to Search for Your Data Quickly

Laboratories produce a wide variety of data, including raw files and proprietary instrument outputs. Arkivum’s solution supports a broad range of file types, allowing labs to centralise data storage and apply consistent archiving practices. Customisable metadata make it easy to organise, label, and structure data, improving searchability and retrieval.

 3. Compliant Access Control and User Management

Arkivum’s platform includes robust user management, allowing labs to define permissions according to team roles. Sensitive data can be securely isolated through customisable “data pools” that restrict access based on role, ensuring that only authorised personnel can view or manipulate specific files. Access can be configured from full admin privileges down to read-only roles, and each action—such as export or deletion—can be further controlled through an approval system. 

 4. Customised Retention Policies for Compliance

Data retention requirements can vary significantly between regulatory bodies and data types, especially in labs handling diverse scientific information. Arkivum allows labs to set custom retention policies for each data collection, whether for a few years or indefinitely. These policies can be configured to alert relevant personnel when data is due for review, export, or deletion, allowing labs to manage data lifecycle events without automated deletion, which could jeopardise compliance. This feature ensures labs meet data preservation requirements set out by bodies like the FDA and ISO, keeping records as long as necessary for both compliance and operational needs.

 5. Flexible Import Options and SharePoint Integration

Arkivum makes it easy to import and preserve your data in several ways that work best for your lab. You can simply drag and drop small files into the system or move large amounts of data from storage spaces like S3 buckets. If your lab uses SharePoint, Arkivum connects directly to it, so you can easily import files directly from SharePoint folders, bringing together records that are stored in different places. These easy-to-use features save time and reduce mistakes that can happen when moving data between multiple points. The Arkivum system has a full REST API, which lets you automatically transfer and manage data flows, and integrate with other systems.

 6. Immutable Audit Trail for Compliance and Inspections

For regulatory compliance, auditability is critical. Arkivum’s solution includes an immutable audit trail that tracks every action within the platform, from file access to metadata changes. Users can filter and export logs to view activity for specific files, users, or date ranges, supporting compliance with regulatory standards that demand rigorous data traceability. The audit trail provides a clear, unalterable record, ensuring labs can demonstrate compliance during audits or inspections with ease.

 7. Future-Proofing Data with File Format Normalisation

Data obsolescence is a key risk in long-term archiving, as technology evolves and proprietary formats become inaccessible. Arkivum mitigates this risk by normalising files, such as email communications, analytical reports, and compliance or regulatory documentation, into long-term preservation formats like PDF/A, which are optimised for long-term readability. This practice ensures that archived data remains usable and legible, regardless of future software changes, helping labs avoid common pitfalls associated with legacy file formats.

 8. A GxP-Validated Solution for Long-Term Compliance

One of Arkivum’s distinguishing factors is its GxP validation, providing labs with a validated solution that aligns with the highest standards of regulatory compliance. Arkivum delivers comprehensive compliance packs, including computer systems validation (CSV) documentation, penetration testing results, and a traceability matrix to map platform features to key regulatory guidelines. With these resources, labs gain the confidence to trust Arkivum as their archiving solution for long-term data preservation and regulatory alignment.

Conclusion

Long-term data preservation is essential for labs committed to compliance, research integrity, and operational excellence. Arkivum’s digital preservation solution offers laboratories a reliable, compliant, and user-friendly platform that meets the complex requirements of long-term data management. From secure, redundant storage to customisable metadata, audit trails, and robust access controls, Arkivum enables labs to safeguard critical data while maintaining compliance with industry standards.

If you would like to learn more about how Arkivum supports Laboratories , our webinar recording is available, here.