← VCE Data Analytics U3O2

Archiving data

Moving data no longer in everyday use to long-term storage so it is kept safely for a set retention period and can be retrieved later. It is not the same as a backup copy.

Part of: VCE Data Analytics - U3O2 - Analysis and Design — Module 112, WA Computer Science ATAR Year 11 — Network Communications — Module 144

Understanding Archiving data in VCE Data Analytics U3O2

What it does: Archiving moves data that is no longer in everyday use to long-term storage. A backup is a duplicate copy of data still in use, so the two serve different purposes. A clear label with contents, dates and retention period lets someone retrieve the right archive later and know when it can be destroyed. A retention period is how long archived data is kept, often set by law or policy. After it ends, the data should be securely disposed of. Good archive labels describe what the data is, when it covers and how long to keep it. Vague file names make retrieval hard.

Common mistakes: Archiving is for data no longer in everyday use, which means older data. The test should be age > 2 years. Using < would archive recent files that people still use. Archiving moves data out of the live system to long-term storage. The original is removed, not left in use. A backup is the one that keeps the original in place.

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This module's key terms are also in a printable crossword (Modules 76–146) and word search (Modules 3–146).

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Learning
Duo
Which best describes archiving data?
Moving data no longer in everyday use to long-term storage so it can be retrieved laterMaking a copy of current data so it can be restored after a failure
Matches
Archive = a second copy of today's live data, kept in case the system fails
↓
This describes a backup, not an archive. An archive moves data no longer in everyday use to long-term storage.
Applying
Meanings
Term
archive
Meaning
Moving data no longer in everyday use to long-term storage so it is kept safely for a set retention period and can be retrieved later. It is not the same as a backup copy.
Practice
ARCHIVE Sales_2019 TO long_term_storage
Testing
Gaps
INTO ordersArchive
Check Answer
Spots
1IF age < 2 years THEN
2 MOVE file TO archive

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Quick Questions

1. Which best describes archiving data?
A. Moving data no longer in everyday use to long-term storage so it can be retrieved later ✓
B. Making a copy of current data so it can be restored after a failure
Archiving moves inactive data to long-term storage. Making a copy of live data to restore after a failure is a backup.
2. A school finishes a project and moves its survey files to long-term storage. The files are no longer used day to day. What is this?
A. A differential backup
B. Archiving ✓
The data is inactive and is being kept for the long term, which is archiving. A differential backup copies data that is still in everyday use.
3. Which is the main purpose of a backup, compared with an archive?
A. A backup lets you recover current data after loss or corruption ✓
B. A backup stores old data you no longer need for years
Backups protect data that is in use. Archives keep data that is no longer in everyday use.
4. What is a retention period?
A. The time it takes to copy data onto a storage device
B. The length of time archived data must be kept before it can be disposed of ✓
A retention period is how long archived data is kept, often set by law or policy. After it ends, the data should be securely disposed of.
5. A company must keep financial records for 7 years. After 7 years the archive should be:
A. Reviewed and securely disposed of if no longer needed ✓
B. Kept forever in case it is useful one day
Once the retention period ends, data that is no longer needed should be securely disposed of. Keeping it forever can break privacy requirements.

Match the Pairs

archive → Moving data no longer in everyday use to long-term storage so it can be kept safely and retrieved later
retention period → The set length of time archived data must be kept before it can be securely destroyed
An archive moves old data off the live system, while a backup keeps a copy of current data for recovery → archive = move; backup = copy
An archive should be labelled with its contents, date archived and retention period so it can be found later → Sales_2019_archived2024_keep7yrs
Archive = a second copy of today's live data, kept in case the system fails → This describes a backup, not an archive. An archive moves data no longer in everyday use to long-term storage.
Archive_final_NEW (no date, no retention period, stored in an unmarked box) → The archive is not labelled with its contents, date or retention period, so it cannot be found or safely destroyed later.

Key Term

archive
Moving data no longer in everyday use to long-term storage so it is kept safely for a set retention period and can be retrieved later. It is not the same as a backup copy.

Fill in the Blanks

1. INSERT INTO ordersArchive SELECT * FROM orders WHERE orderDate < '2026-01-01';
Hint: Type the SQL keyword that copies old rows into the archive table.
2. DELETE FROM orders WHERE orderDate < '2026-01-01';
Hint: Type the SQL keyword that removes old rows from the live table once they are safely archived.
3. IF dataInUse = FALSE THEN archive(data) ENDIF
Hint: Type the pseudocode keyword that starts a decision.
4. deleteDate = archiveDate + retentionYears
Hint: Type the operator that adds the retention period to the archive date.
5. archive.label = "Sales2022" archive.location = "Offsite vault"
Hint: Type the field name that identifies what the archive contains.

Spot the Error

Question 1
A IF age < 2 years THEN
B MOVE file TO archive
C SET retention ← 7 years
D END IF
Line A — Archiving is for data no longer in everyday use, which means older data. The test should be age > 2 years. Using < would archive recent files that people still use.
Question 2
A SET type ← archive
B SET original ← kept live
C SET purpose ← long-term keep
Line B — Archiving moves data out of the live system to long-term storage. The original is removed, not left in use. A backup is the one that keeps the original in place.
Question 3
A SET keepFor ← 0 years
B SET archived ← 2025-06-30
C SET end ← archived + keepFor
Line A — An archive is kept for a set retention period. A retention period of 0 years means there is no retention, so the end date would be the same as the archive date. It should be a real period such as 7 years.
Question 4
A SET label.name ← 'Sales2020'
B SET label.date ← 2025-06-30
C SET label.until ← 2020-06-30
D STORE archive WITH label
Line C — The label records how long to keep the archive. The keep-until date must come after the archive date of 2025-06-30. With a 7-year retention period it should be 2032-06-30.
Question 5
A MOVE oldFiles TO archiveDrive
B LEAVE archiveDrive on desk
C STORE safe offsite
Line B — Archives must be stored securely so they are kept safely for the whole retention period. Leaving the drive on a desk risks theft or damage. It should be locked in a safe.

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