Note (October 2026): Rubex, one of the two products recommended below, no longer exists under that name; eFileCabinet rebranded as Revver, Inc. in April 2023 and renamed Rubex to Revver. Claims that storage is unlimited and security is guaranteed have also been corrected.
An archive management system is software that captures, stores, indexes and protects an organization’s records so they stay findable, unaltered and retained for as long as law or policy requires, then disposed of on schedule. Good systems follow the ISO 15489 records management standard and, for long-term digital preservation, the OAIS model (ISO 14721).
Key Takeaways
- An archive management system controls records through their whole life: capture, storage, search, retention and disposition.
- ISO 15489-1:2016 defines records as information kept as evidence and as an asset; ISO 14721:2025 (OAIS) is the reference model for long-term digital archives.
- Retention periods are set by law: the IRS, for example, says to keep most tax records for 3 years and employment tax records for at least 4 years.
- Regulated firms need tamper-evident storage; since the SEC’s October 12, 2022 amendments, US broker-dealers can use an audit-trail system instead of WORM-only storage.
- Rubex is now called Revver (renamed April 2023); Microsoft SharePoint handles records through Microsoft Purview Records Management.
Keeping your records managed securely is a key factor in any organization. No matter what the purpose is, in organizational matters, all kinds of documentation can be important.
An archive management system can be a savior in that aspect. It is software that captures, stores, indexes and protects an organization’s records and documents in one controlled repository, so they can be found quickly, kept for the required period and disposed of on schedule. It makes managing and using the data a lot more efficient and helpful.
Archive Management System – An Overview
In short, your work and life become much easier when you have an archive management system by your side.
Features of an archive management system
Every archive management system comes with some core features. Here are some of the features you can get on various archive management systems.
- It can collect data from various sources like email, texts, files, documents, etc. Then store that data as records automatically.
- It lets you manage all kinds of data from different sources in real-time.
- You can search up your necessary files or documents using the archive management system.
- It provides extra security to your files and information from the company.
- You can integrate these systems with other third-party services to significantly impact the data management process.
- Categorizing your information through an archive management system is very easy and convenient.
- You can get a statistical analysis report for all of your information from this system.
- Storage capacity can usually be expanded, but vendors typically charge by storage volume or number of users, so capacity is not truly unlimited.
Now, aside from these, some archive management systems come with additional features. For example, you can get audit trails using some archive management system.
Benefits of using an archive management system
Still not convinced? Then let’s take a look at why you should use an archive management system. As there are lots of benefits, you get from it. Here are the main ones.
- Ease of management: Going through files and information individually may require a lot of effort from a person. But with an archive management system, everything happens automatically with few clicks here and there. Also, sorting and categorizing the data is much easier than all the usual methods of data management.
- Secure storage: Many archive management systems are now cloud-based. Reputable providers encrypt data and restrict access, but no system guarantees security on its own; protection also depends on configuration and on who is granted permissions. Aside from that, even if you lose your computer or your device, the files and information still stay as they were. This can be very vital in case of adversities.
- Saves up time: With the use of an archive management system, you can save up a lot of your time. Capture, indexing and retrieval are largely automated. So, no individual has to spend hours sorting data and information manually.
- Easy and quick access to information: You can easily access your necessary information through an archive management system. All the system’s control is in your hands, so you won’t have to go to anyone else for required information.
These benefits only appear with the right product, and not every system suits every organization. You can’t trust every archive management system out there. It would help if you looked for a system that is trustworthy and comes with good quality.
Popular archive management systems
Here are some suggestions for renowned data archiving software that you can rely on.
- Microsoft SharePoint: SharePoint is Microsoft’s document collaboration platform. Combined with Microsoft Purview Records Management, it can declare items as records with retention labels, run disposition reviews and keep proof of deletion across SharePoint, OneDrive and Exchange.
- Rubex: Rubex was the document management product of eFileCabinet, a Utah company founded in 2001. In April 2023 eFileCabinet rebranded as Revver, Inc. and renamed Rubex to Revver, so the product is now sold as Revver; check current plans and pricing with the vendor.
Aside from these two, you can also try out various archive management services. However, it won’t be as convenient as having a system that you have full control over. Whatever the case may be, always choose a company you can trust.
Conclusion
In a nutshell, archive management can have a huge impact on your business and workplace. It can make your life easier and efficient by a lot. The best choice is the system that matches the organization’s legal retention obligations, record volumes and existing software.
What Does an Archive Management System Do?
An archive management system applies records management rules to digital and scanned information. ISO 15489-1:2016 defines records as information created, received and maintained as evidence and as an asset by an organization or person, in pursuit of legal obligations or in the transaction of business. A document becomes a record when it is formally kept as evidence; after that it should not be changed, and its disposal follows the system’s rules.
In practice, an archive management system handles four jobs:
- Capture: bring in email, scanned paper, office files and system exports, with metadata such as date, author and record type.
- Retention: apply a retention schedule, the document that says how long each type of record must be kept before it can be destroyed.
- Access and search: let authorized staff find records while logging who opened, changed or moved them.
- Disposition: at the end of the retention period, destroy the record or transfer it to a historical archive, with proof of what was disposed of.
Archive management sits close to related disciplines. Backup copies data so it can be restored after loss, while archiving keeps records as evidence for a set period; see the different types of data backup for that side. How departments set retention rules is covered in aligning departments with records lifecycle management policies.
Which Standards Apply to Archive Management?
Several published standards describe what a trustworthy archive or records system should do. Buyers can ask vendors which of these they support.
| Standard | Publisher | What it covers |
|---|---|---|
| ISO 15489 (Part 1, latest edition 2016; first published 2001) | ISO | Concepts and principles of records management, including records systems and metadata |
| ISO 14721:2025 (OAIS, also CCSDS 650.0-M-3) | ISO / Consultative Committee for Space Data Systems | Reference model for an archive that preserves digital information over the long term |
| DoD 5015.02-STD | US Department of Defense | Standard for records management software |
| MoReq / MoReq2 | European Commission model requirements | Model requirements for electronic records management |
How Does the OAIS Model Work?
The Open Archival Information System (OAIS) model was developed by the Consultative Committee for Space Data Systems and is now used by libraries, national archives and cultural institutions. OAIS splits an archive into six functional entities: Ingest, Archival Storage, Data Management, Administration, Preservation Planning and Access.
OAIS also defines three information packages. A Submission Information Package (SIP) is what a producer sends to the archive, an Archival Information Package (AIP) is what the archive stores, and a Dissemination Information Package (DIP) is what a user receives on request.
How Long Do Records Have to Be Kept?
Retention periods come from law and regulation, not from the software. An archive management system enforces the periods an organization sets. US tax records are a common example; according to the Internal Revenue Service, as of October 2026:
| Situation | IRS retention period |
|---|---|
| Most tax records | 3 years |
| Claim for credit or refund after filing | 3 years from filing or 2 years from paying the tax, whichever is later |
| Unreported income over 25% of the gross income shown on the return | 6 years |
| Loss from worthless securities or bad debt deduction | 7 years |
| Employment tax records | At least 4 years after the tax becomes due or is paid |
| No return filed, or a fraudulent return | Indefinitely |
The IRS also notes that insurers or creditors may require records to be kept longer than tax law does, so the longest applicable period should drive the retention schedule.
Regulated Industries and Government
Financial firms face stricter rules on how records are stored. On October 12, 2022, the US Securities and Exchange Commission adopted amendments to its electronic recordkeeping rules for broker-dealers. Before them, Rule 17a-4 required electronic records to be kept only in a non-rewriteable, non-erasable (WORM) format; the amendments added an audit-trail alternative that lets a system recreate an original record if it is modified or deleted, with a time-stamped log of every change.
Government archives are moving to fully digital records. Under OMB/NARA memo M-23-07, issued December 23, 2022, US federal agencies must transfer permanent records to the National Archives in electronic formats with appropriate metadata after June 30, 2024, and NARA no longer accepts analog transfers except under limited exceptions.
How to Choose an Archive Management System
- List your record types and legal retention periods before looking at software, using sources such as the IRS periods above and any industry regulator.
- Check records controls: the system should be able to lock declared records against editing and deletion, apply retention rules automatically, and run disposition reviews.
- Check the audit trail: every access, change and deletion should be logged with date, time and user, which matters if a regulator or court asks for the record.
- Check integration: the system should capture email and files from the tools staff already use rather than relying on manual uploads.
- Plan migration and export: confirm records can be exported with their metadata if you change vendor, and that migrated files can be validated as unaltered.
- Compare total cost: pricing usually depends on users and storage, so estimate growth over the full retention period.
Cloud storage is often the base layer for these systems; the benefits of cloud storage for small businesses and current document management trends give more background.
Microsoft SharePoint vs Revver (Formerly Rubex)
| Point | Microsoft SharePoint with Purview | Revver (formerly Rubex) |
|---|---|---|
| Vendor | Microsoft | Revver, Inc. (formerly eFileCabinet), Utah, founded 2001 |
| Records features | Retention labels, record and regulatory record declaration, file plan, event-based retention, disposition review with proof of deletion | Document management and workflow automation; confirm records features with the vendor |
| Coverage | SharePoint, OneDrive and Exchange in Microsoft 365 | Revver platform |
| Name history | Records tools sit under the Microsoft Purview brand | Product renamed from Rubex to Revver in April 2023 |
In Microsoft Purview, a regulatory record is the strictest option: once that label is applied, Microsoft states that nobody, not even a global administrator, can remove it, and its retention period can only be extended. Because the action is irreversible, the option is not available by default and must first be enabled with PowerShell.
Frequently Asked Questions
What is the difference between an archive and a backup?
An archive keeps records as evidence for a defined retention period and then disposes of them, while a backup is a copy kept so data can be restored after loss. Many organizations need both.
What is a record under ISO 15489?
ISO 15489-1:2016 defines records as information created, received and maintained as evidence and as an asset by an organization or person, in pursuit of legal obligations or in the transaction of business.
What is the OAIS model?
The Open Archival Information System model, published as ISO 14721:2025, is a reference model for long-term digital archives. It defines six functions (Ingest, Archival Storage, Data Management, Administration, Preservation Planning, Access) and the SIP, AIP and DIP information packages.
Is Rubex still available?
Rubex is no longer sold under that name. eFileCabinet rebranded as Revver, Inc. in April 2023 and renamed its Rubex product Revver.
How long should a small business keep records?
It depends on the record type and the law that applies. For US tax records, the IRS says 3 years in most cases, at least 4 years for employment tax records, 6 or 7 years in specific situations, and indefinitely if no return or a fraudulent return was filed.
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