Data Management

What files are included in the archive?

The included files are controlled in the policy. To keep things simple, the default policy is “all in,” meaning all accessible directories and files are included in the archive. However, the control is completely yours as to what to include. You can also set policies where you only archive files that haven’t been changed or accessed in the last 2 years.

How do I exclude files from the archives?

Aparavi software defaults several directories to be excluded from the archives like the temp directory and recycle bin. If you wish to add to the default settings, go to policies, add additional “Exclude Path” values, and save. As example, you might want to exclude executable files from the archive process to concentrate solely on business documents. The next time an archive or snapshot is run, those directories, files, or file types will be excluded.

How often does Aparavi perform an archive?

Archives are based upon the schedule you define on the policy. The default policy is to take one archive at the end of the day from Monday through Friday. But you can tailor the archive schedule per your needs with just a few mouse clicks.

Do I have to use snapshots, or can I send archives directly to the cloud?

Aparavi provides both options: a two-step approach or direct-to-cloud. The advantage of the two-step approach (send snapshots to the appliance, then let the appliance send archives to the cloud) is that you free up the internet connection on the file servers by letting the appliances be the communication point to your cloud storage vendors. However, you can alternatively bypass creating snapshots and send archives directly from the agent to the cloud. The choice is up to you.

How do I know if an archive job failed?

The easiest way to know if an archive job has failed is to set up notifications. Notifications will send emails and/or text messages as events happen (such as an archive job fails) or as a summary at the end of the day or week. When first using Aparavi, you might want to be notified of failures as they happen. After you become familiar with the software, you may only want to see a daily or weekly summary.

Classification and Search

How do I classify documents?

Aparavi provides a set of commonly used classification rules. You can use these as examples to create your own document taxonomy. The organization of the classification rules is completely up to your organization. Best practice is to establish a data governance team to establish the rules that can be applied organization-wide. As documents are archived, the content is scanned and metadata accessed to determine which classification rules apply. One or more classification tags will be assigned to all matching documents.

How do I search for archived files across multiple machines?

Aparavi provides a simple yet powerful search mechanism that allows you to search the content or metadata of any file that was archived with the Aparavi software. You can scope the search down to one machine or perform a global search. All content indexes and metadata are stored on the appliances, producing quick search results and minimizing any cloud egress charges.

What do I do if I need to retrieve an old version of a file?

All you need to know is the date from which you wish to retrieve the file(s). Navigate to the Recover menu, locate the machine from which you wish to retrieve file(s), then choose the date of when you want to recover the file from. Search and then choose the files you want. The selected files are quickly retrieved to the original location or a new location of your choosing.

Multi-cloud Agile Retention

How easy is it to switch between cloud storage providers?

Aparavi is continually expanding our list of certified cloud storage vendors. You own your data and you control your storage destiny. If you want to switch from one cloud storage vendor to another, you simply add the login credentials for the new cloud storage and mark it as active. All new archives will be sent to the new cloud storage vendor.

Can Aparavi support multiple cloud storage providers at the same time?

Each software appliance has one active cloud storage vendor. You can have one server archive data to one cloud and another server archive data to a completely different vendor or network location. This flexibility makes it easy to support geographically based storage restrictions or regulations.

Policy-driven Approach

How do I make mass-policy changes on hundreds of servers?

One of the major benefits of Aparavi software is the top-down policy driven approach. All you need to do is make the policy change at the desired highest level and all children will inherit the policy settings. As an example, if you want to make an organization-wide change to the long-term data retention from 7 years to 8 years, you simply make the change at the top policy, save, and you are done. Each appliance and client will automatically receive policy changes with no additional action on your part.

How do I make a policy change to a specific machine?

Best practices are to maintain policies at that highest level possible (ideally at the organization level). This will ensure organization-wide strategies including the classification taxonomy. However, you can override policy settings anywhere in the organizational hierarchy to meet your organization’s needs. You simply navigate to the specific machine in question, override the policy setting, and make your changes.

In what time zone will the archives and other jobs run?

In the policy settings for archives and snapshots, you set the time of day in which you want the archive and snapshot jobs to run. These times are local times to the machines on which the tasks are run. As an example, you set a company-wide archive start time to 7:00 PM. That means a software client and/or appliance running in the Western U.S. will perform its archive at 7:00 PM PST, and a software client in the Central U.S. will perform its archive at 7:00 PM CST.


How do I change my pricing plan?

Within the Aparavi web application, you simply change from one plan to another. Navigate to the Settings -> My Company Info page. Under the “Service Plans” section, choose the plan you want and save. You can change back and forth between plans at any time. The choice is yours.

Where do I go to change the notification phone number or email address?

Go to Settings -> My User Info. You will see your email address and phone number that you entered when signing up for Aparavi. Change the values to the new entries and save. From now on out, notifications (emails and text messages) will be sent to the new recipients.

Is there a way to see detailed information about a software appliance without logging into that machine?

There is no need to log in to the software appliance or agent to view Aparavi product information. From the Administration menu, choose Organizations. Then navigate to the appliance or agent you want to investigate. From the Actions menu icon, choose properties. You will see the scheduled policy tasks, latest log information, and details of the currently running task (if any).

Solution Overview

How does Aparavi work?

Aparavi uses a three-tier architecture consisting of a Web Application, Software Appliance, and Software Client as shown in Figure 1.

Figure 1. APARAVI Overview

Figure 1. Aparavi overview.

What cloud storage vendors and operating systems does Aparavi support?

  • Aparavi supports the following operating systems for both the appliance and agent:
    • Windows Server 2016, Windows Server 2012 R2, Windows 10, and Windows 8
    • Most major Linux distributions, including Ubuntu, CentOS, and openSUSE
  • Certified cloud storage vendors:
    • Amazon S3 compatible object solutions, including AWS, Google, IBM, Oracle, and more
    • Microsoft Azure
    • Backblaze
  • Certified private clouds (check back, as this list will grow!):
    • Wasabi
    • Scality
    • Cloudian

What are Aparavi’s differentiating features?

  • Classification: classify files with tags (such as “classified” or “sales”) based on file content and file metadata to create a taxonomy of your data assets, increasing the overall value of your data
  • Multi-cloud agile retention: dynamically archive and move data between cloud vendors and on-premises, and enjoy the freedom to switch between the most strategic or cost-effective cloud storage vendor of your choice
  • Cloud active data pruning: built with patent pending technology that removes aged-out archived data at the file and sub-file level, reducing your organization’s data footprint while adhering to data governance requirements
  • Open data access: published data format means no vendor lock-in and the ability to recover data independently of the Aparavi platform, forever

How does Aparavi handle security?

Aparavi leverages a defense-in-depth approach to security. Our platform is hosted by one of the world’s most secure providers, behind multiple physical and virtual security layers. Beyond that, none of your data ever hits the Aparavi servers. Aparavi is the policy engine and data mover but does not store your data. As your data is archived from the source servers, it is encrypted with AES 256-bit encryption with encryption keys that you define, ensuring only your organization will have access to your data.


Who is Aparavi?

Aparavi is a Software as a Service (SaaS) provider that enables organizations to master their unstructured data with intelligent multi-cloud data management. Our design principles are to deliver control over your data, with freedom from vendor lock-in, simplicity in management, and value in return.

What benefits does Aparavi provide?

  • Aparavi protects your organization by archiving critical data to the cloud storage vendor(s) of your choice with the ability to seamlessly migrate between cloud storage destinations, resulting in the elimination of vendor lock and substantial reduction of your organization’s overall cost of storage.
  • Aparavi proactively minimizes your organization’s overall data retention footprint (at the file level) while automatically adhering to long term data retention and disposition policies.
  • Aparavi is built from the ground up by industry experts utilizing cutting edge technology designed specifically for a SaaS approach, including multi-tenancy and a multi-tier architecture, which reduces your organization’s installation and maintenance burden while giving you the confidence of utilizing a modern purpose-built application.
  • Aparavi utilizes aggressive value-based pricing in line with contemporary usage-based pricing models, making it simple for you and your organization to effectively plan for your overall long-term data retention requirements.

Why should I trust Aparavi with my data?

  • Aparavi founders, early investors, and key engineers and architects consist of highly-skilled industry veterans who have successfully built data management solutions many times before.
  • Aparavi publishes the archive data format and provides an API, allowing customers and 3rd party tools the ability to read and retrieve archived data, removing any concerns of vendor lock-in.
  • Aparavi doesn’t store your organization’s data. You choose the cloud storage vendor or on-premises SMB/NFS file share for your archives.

How do I know what important features are coming out soon?

Aparavi releases product updates as soon as they have completed development and passed our rigorous QA validation process. Directly on the Aparavi website, we publish recent updates, as well as new features that will be release soon. You check this out at

Installation and Updates

How long does it take to implement Aparavi?

One of the major advantages of Aparavi’s Software as a Service (SaaS) is the quick setup time. The installation steps could literally take you less than 5 minutes. The default policies will kick in and Aparavi will immediately start archiving your data.

What type of skills are required to install and set up Aparavi?

Not much. You need to know the host name or IP address of the machine on which you will install the Aparavi software appliance. You also need to have access to appliance and client machines to perform the installations. For Windows operating systems, Aparavi software is downloaded as an executable. You simply launch/open the executable, and the hands-free installer completes within seconds. For Linux operating systems, you change the installer to executable and then run the installer. That’s it.

How do I roll out Aparavi to many servers at once?

To distribute the software client to many different servers, you should opt for the generic installer. The generic installer is located on the Settings -> Support page. First, download the installer (Windows and/or Linux). Then create a configuration file with the documented parameter values, such as the installation path and data directory. You can then distribute the installer along with the configuration file to install the software as a scripted silent installation.

How often does Aparavi provide software updates?

Aparavi follows an agile continuous delivery development process. We do not wait to bundle new features into a massive release. Instead, as we develop and validate new features, we update the software immediately, giving maximum value to our customers. Set your expectations to see updates every 2 to 3 weeks.

How do I upgrade Aparavi software?

Most of our customers utilize our auto-update feature. What this means is that as Aparavi releases updates, your software appliances and clients will automatically be updated to the latest software version with no work on your part at all.

Managed Service Providers (MSPs)

Does Aparavi have a partner program for MSPs?

Aparavi was built with MSPs in mind. To gather more information, please review our partner page at

Does Aparavi host the platform or does the MSP?

The choice is up to you. If you have the physical or virtual infrastructure and would prefer to host the platform yourself, then great! If you would rather let Aparavi host the platform for you, that is fine too.

Will Aparavi rebrand the software to look like our color scheme and logos?

Absolutely. We just need your color scheme and a few logo files to complete the process. We have performed the rebranding multiple times and know the process well. You can expect to have the rebranded software ready to go within a few days.

What is the best approach for managing the cloud storage for our customers?

Most of our MSPs sign up for one of Aparavi’s certified cloud service providers and manage buckets for their customers within that account. This approach works for your customers who want a complete “hands off” approach. For your customers that want more control, you can work with them to set up their own cloud storage.

What are my billing options for my customers?

We leave that up to you. We will work with you to make certain the billing process is as simple as possible.

How does the support process work for an MSP?

The MSP will handle all the first-line and second-line support. If there is a product bug or feature request, that is when Aparavi will get involved. We will also ensure you are fully-enabled on the platform to service your customers.

What are common tasks I would be performing for my customers?

For each customer, you would need to install at least one software appliance and install the software client on all machines where you intend to perform the archives or alternatively install the agent that can access the required data over a network share. After that, you would setup the policies for your customers as to their requests, then just monitor that all goes well and add agents and appliances as your customers grow.