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Have you ever felt like you’re overpaying to store files that you rarely need to access, but can’t simply delete? Whether for legal compliance, audits, or historical records, keeping everything “at your fingertips” can take a toll on your company’s budget. That’s why implementing a cold data strategy at McFile is the ideal step to balance accessibility and cost-effectiveness.
What is McFile’s cold data technology?
Imagine your company’s physical archives. You don’t need those folders every day, so they stay in a secure, low-cost warehouse. When you need something, you request it and someone retrieves it for you.
At McFile, the concept is the same. When creating a record that accepts files (such as a Document, Folder, or Box), you now have the option to set it as Cold Data. This means McFile will move all attached files to a specialized storage tier, which costs significantly less than standard storage.
How to set up cold data in McFile?
Configuring a record as cold data is simple and happens during the first step of creating the entry. In the Storage section, use the Class selector and choose the Cold data option. Once selected, upon saving the record, McFile recognizes that any file added to the entry should be sent directly to low-cost storage.
What changes when a record is set as cold data?
When opting for cold data, the file’s behavior on the platform changes to ensure cost reduction:
- Immediate savings: The storage space used for these files is billed at a reduced rate on your invoice.
- Access request: Unlike standard files, you will not be able to view or download these files instantly. However, if you need access, you must select the file and submit a request through the platform. McFile will then process this request automatically.
- Availability timeframe: Since the data is “frozen” to save resources, the system takes up to 48 hours to process the file and make it available for viewing and downloading. Despite this timeframe, don’t worry: as soon as it’s ready, you will receive a notification from McFile.
Strategic file management for an efficient ecosystem
Cold data storage was designed to add more intelligence to your document custody, making it the ideal choice for old client contracts, tax receipts for future audits, or backups of completed projects that you need to preserve securely.
Therefore, instead of overloading your active environment, you keep your structure organized by directing each file to the place that makes the most sense for its lifecycle. Access your account, identify low-frequency records, and experience the advantages of using cold data in McFile for a more mature and sustainable management of your digital assets. If you are not yet a client, try McFile for free and see firsthand how the platform can transform your business.
McFile. Drive your efficiency.