Best File Archiving Software of 2025

Use the comparison tool below to compare the top File Archiving software on the market. You can filter results by user reviews, pricing, features, platform, region, support options, integrations, and more.

File Archiving Software Overview

File archiving software helps you keep your digital life in order by taking a bunch of files and packing them into one smaller, more manageable bundle. Think of it like zipping up a suitcase before a trip—it saves space and makes things easier to carry around. Whether you’re storing old project files, cleaning up your hard drive, or sending documents by email, this kind of software keeps everything neat and tidy. Most options out there let you lock your archives with a password and even encrypt them, so your stuff stays private.

What’s great is that you don’t have to be a tech expert to use these tools. A lot of archiving tools are pretty straightforward and offer drag-and-drop interfaces or simple automation options. Set it once, and your system can routinely archive folders on a schedule. Businesses get even more mileage out of it, using it to cut down on storage costs and to meet data retention rules. And when you need something from the archive? Just unzip it and grab what you need—no hassle, no fuss.

File Archiving Software Features

1. Bundling Files Together: Archiving tools let you gather a bunch of files and folders and wrap them into one single file. It’s a great way to keep things neat, especially if you’re transferring a bunch of related documents or saving backups. It keeps the folder structure intact too, so when you unpack it later, everything lands right where it belongs.
2. Making Files Smaller: One of the biggest reasons people use archiving software is to reduce file size. Whether it’s to save space on your hard drive or to make uploading faster, compression algorithms squeeze out unnecessary bits. Some formats do a better job than others, and tools usually let you choose how much to compress, depending on how much time you want to spend waiting.
3. Securing Archives with Passwords: If you’re dealing with sensitive data, most archiving tools let you add a password to your archive. That way, even if someone gets ahold of the file, they can’t peek inside without the right credentials. Some tools also let you encrypt the contents, adding another layer of protection using serious encryption standards like AES.
4. Breaking Big Archives Into Chunks: Got a giant file you need to share or store in pieces? Archivers often give you the option to split a large archive into smaller parts. This is super useful when dealing with size limits—like if you’re emailing something or uploading to a cloud service that caps file sizes.
5. Creating Archives That Open Themselves: Not everyone has an archiver installed, and that’s where self-extracting archives come in. These are files that act like regular tools: you double-click them, and they unpack themselves without needing extra software. Great for sharing with less tech-savvy folks.
6. Browsing Inside Archives Without Extracting: Need to check what’s inside an archive without actually unpacking it? Many tools let you explore the contents just like a folder. You can even open or preview files from inside the archive, which saves time when you’re looking for something specific.
7. Restoring Damaged Archives: Some archiving software includes features that help repair or recover data from a corrupt archive. It might not always bring back everything, but if a file got messed up during transfer or storage, these recovery tools can often salvage the parts that are still intact.
8. Running Archive Tasks from the Command Line: If you like to automate things or you’re working on a server, command-line support can be a big deal. It allows you to create scripts or batch jobs that compress, decompress, or manage archives without clicking through menus—handy for IT pros and power users.
9. Skimming Off Unwanted Files: You don’t always want to include everything when making an archive. Maybe there are log files, temporary data, or other junk you want to leave out. Most archivers let you set rules or filters to ignore certain file types or folders when building your archive.
10. Built-in File Viewer or Preview Pane: Some advanced archivers go a step further and include built-in viewers. That means you can read text files, view images, or even play media right inside the software before deciding to extract anything. It’s a quick way to make sure you’ve got the right file.
11. Automatic Backup Scheduling: A few archiving tools are designed with backup in mind. You can set them up to run on a schedule—daily, weekly, whatever works for you. They’ll automatically gather the files you specify and archive them on the spot, making your backup routine practically hands-free.
12. Dragging Files Right Into the Program: This one’s more about ease of use. If the software supports drag-and-drop, you can just pull files from your desktop or file explorer and drop them straight into the software window to create an archive. It makes things quicker, especially when you’re juggling multiple files.
13. Compatibility with Tons of Archive Types: Good archiving software isn’t just limited to one format. It usually works with a wide variety—ZIP, 7Z, TAR, ISO, RAR, and more. That way, whether you’re opening something from a colleague overseas or unpacking a file you found online, your tool has it covered.
14. Integration with File Explorer: Once installed, a lot of these tools add handy shortcuts right into your context menu (the one that pops up when you right-click a file). This lets you zip or unzip files without opening the main program. Super convenient for quick tasks.
15. Cloud-Friendly Features: Modern archivers sometimes include direct links to cloud platforms like Google Drive or Dropbox. You can archive files and push them to the cloud, or even download and unzip files straight from the cloud storage, all from inside the app.

The Importance of File Archiving Software

File archiving software plays a crucial role in keeping digital life organized and under control. Whether you're dealing with a few personal documents or massive amounts of enterprise data, having a system that can bundle, compress, and store files efficiently makes a world of difference. It simplifies file management, reduces clutter, and helps free up valuable storage space. More importantly, it makes it easier to locate and retrieve information when you need it. Instead of sifting through countless loose files or folders, an archive puts everything in one place, neatly packaged and often protected.

On top of that, archiving isn't just about convenience—it's also about responsibility. Businesses need to retain data for legal and compliance reasons, and individuals benefit from long-term storage for things like financial records, creative projects, or important emails. File archiving tools help preserve that information safely, whether through backups, encryption, or cloud syncing. By reducing the risk of data loss, corruption, or accidental deletion, they provide peace of mind and ensure critical information doesn’t fall through the cracks. In an age where digital overload is the norm, archiving brings much-needed order to the chaos.

Why Use File Archiving Software?

1. It Helps You Get Rid of the Digital Clutter: Let’s face it—over time, files pile up. Whether it’s old invoices, outdated presentations, or random versions of a document you thought you’d need “just in case,” your storage ends up a mess. File archiving software gives you a way to clean house without deleting everything. It lets you move the stuff you don’t use every day into a neatly packaged archive. That way, you keep your active workspace tidy, while still holding on to important files just in case you need them later.
2. You Save Serious Money on Storage: Cloud storage costs add up. So does physical hardware. If you’re storing hundreds of gigabytes—or even terabytes—of uncompressed, unorganized files, you’re paying for it. Archiving software compresses those files, sometimes dramatically. That translates to less data sitting on your servers or in your cloud account, and that reduction can seriously lower your monthly or annual storage bill.
3. It Makes Big File Transfers Way Less Painful: Ever tried sending a folder with 50+ files through email or a shared drive? It’s slow, awkward, and often fails. Archiving software lets you compress all those files into a single file—usually way smaller—and send it in one go. It’s a lifesaver when working with large media files, project bundles, or codebases that need to be shared quickly and reliably with colleagues or clients.
4. You Get a Built-In Backup Plan: Backing up data isn’t just about saving the latest versions of files—it’s also about preserving documents that you don’t access regularly, but can’t afford to lose. File archiving tools give you a built-in method to tuck away those less-frequently-used but still critical files. Some tools even let you automate this process, so you’re always covered if something goes wrong with your active system.
5. Security Gets a Major Boost: Think your regular file system is secure enough? Maybe—but when files are sitting openly in folders, they’re easier to tamper with or accidentally delete. Archive software often allows encryption and password protection. That means even if someone gains access to your drive, they can’t easily open or alter your archived data. For teams handling sensitive data—contracts, medical records, financials—this isn’t just helpful; it’s essential.
6. You’ll Stay on the Right Side of Compliance: Industries like healthcare, finance, and legal have strict data retention rules. Deleting records too early (or keeping them unprotected) can get you in trouble. File archiving tools let you store data securely for the required time frames, and some even provide metadata tracking so you can show exactly when something was archived, accessed, or modified. That can really save you if an audit rolls around.
7. Finding Old Stuff Is Surprisingly Easy: It’s easy to lose track of where a file lives—especially after a few years. When you use archiving software, your files are often indexed and stored in a way that makes search and retrieval simple. So instead of digging through endless folders and filenames, you can search your archive and get what you need quickly. It’s like Google for your storage history.
8. You Can Freeze a Moment in Time: Sometimes, you want to preserve a snapshot of how a folder, website, or project looked at a specific point—without worrying that it’ll change later. Archiving lets you do exactly that. Whether you’re keeping a copy of a finished report, software version, or legal document set, it gives you a frozen-in-time reference you can come back to without the risk of it being altered down the line.
9. It Frees Up Your Active Systems: Too many files in your active environment—whether that’s your email system, shared drive, or app database—can cause slowdowns or bloat. Archiving older files off of these systems keeps them running faster and smoother. For example, email servers perform better when old attachments and messages are offloaded into archives instead of clogging up inboxes.
10. It Makes Team Collaboration Cleaner: When teams work on lots of shared documents, things get messy—fast. Multiple versions, naming confusion, or someone accidentally deleting a file are all too common. With archiving, you can pull inactive versions out of the active workspace and keep them in a secure, referenceable place. That way, everyone is working from the most current version, but the history is preserved in case you ever need it.
11. It Future-Proofs Your Data: Technology evolves. File types change. Operating systems get retired. By archiving files now, especially using formats that are stable and widely supported, you’re giving yourself a fighting chance at being able to access that data down the line—even when your current apps or systems no longer support them.

What Types of Users Can Benefit From File Archiving Software?

• Creative studios juggling massive project files: Animation teams, video editors, and photographers deal with huge files that clog up working space fast. Archiving lets them offload old assets without deleting them, keeping past projects safe and searchable in case clients want updates or reruns.
• Anyone in charge of keeping their company legally covered: Think compliance officers or operations folks—these people need to make sure nothing important “goes missing.” Whether it’s HR paperwork, customer contracts, or email chains, file archiving makes sure those records are intact and retrievable when the auditors come knocking.
• Healthcare teams storing sensitive medical records: Clinics and hospitals must hang on to patient files, treatment plans, and test results—sometimes for decades. Archiving helps them manage all that data securely, while staying compliant with privacy laws like HIPAA.
• Remote-first companies trying to stay organized: When your whole team is scattered across time zones, losing track of older documents is easy. Archiving tools create a reliable place to store finalized work or outdated materials without cluttering up active cloud drives.
• Historians, archivists, and digital librarians: These folks are all about preservation. They don’t just need to store files—they need to keep metadata, context, and structure intact. File archiving software gives them the long-term structure needed to preserve digital artifacts for the next generation.
• IT teams who don’t want to be called at 2 a.m.: Archiving old system logs, backup files, and user data keeps servers from getting bloated—and makes troubleshooting easier when something goes wrong. Less chaos means fewer late-night emergencies.
• Researchers with giant datasets and results to preserve: Whether in biotech, social sciences, or climate studies, researchers generate tons of data that can’t just live on a laptop. Archiving helps them store raw data, analysis outputs, and published work so it’s easy to revisit, share, or replicate down the line.
• Law firms and attorneys who need airtight documentation: In legal work, even a single missing file can blow up a case. File archiving helps law offices store briefs, exhibits, and correspondence in ways that are secure, organized, and—most importantly—admissible.
• Sales teams keeping a pulse on past deals: Deals fall through, then come back six months later. With archiving, sales reps can dig up old proposals, contracts, or client notes without bugging the IT guy or searching five inboxes deep.
• Education institutions maintaining long-term records: Schools and universities are responsible for academic records, transcripts, and administrative documents that need to be retained for years. Archiving solutions help them store that information in a way that won’t vanish when someone retires or switches departments.
• Cloud infrastructure teams managing logs and telemetry: In high-scale environments, logs pile up fast. Archiving helps them offload older data without losing it—essential for troubleshooting, auditing, or monitoring usage trends over time.
• Finance departments needing a clear audit trail: CFOs, bookkeepers, and accountants can’t afford missing numbers. Archived files keep transaction records, payroll data, and financial reports stored safely, so when tax season rolls around, everything’s accounted for.
• Marketing managers preserving campaign assets: From design files to analytics spreadsheets, campaign materials need to be accessible long after a launch. Archiving lets marketing teams pull up old assets when it’s time to repurpose content or run a follow-up campaign.

How Much Does File Archiving Software Cost?

File archiving software pricing can swing quite a bit depending on what you're looking for. If you're a smaller operation just needing to stash away some files safely and free up space, you could be looking at a low monthly fee—sometimes under a hundred bucks. But as your needs grow, especially if you’re dealing with high volumes of data or need more bells and whistles like retention policies or search filters, that number starts to climb. Larger organizations often need enterprise-level tools with serious performance and security features, and those can run into the thousands each month depending on the setup.

There’s also more to think about than just the sticker price. Some platforms charge based on how much data you store or how often you access it. And don’t forget the extras—getting the system up and running, training your team, tech support, or even connecting it with your existing tools can all add to the final tab. It’s easy to underestimate those behind-the-scenes costs. That’s why it’s important to look at the full picture and make sure you’re not just picking based on the cheapest monthly plan, but the one that fits your long-term needs without unexpected surprises.

What Software Can Integrate with File Archiving Software?

File archiving software can easily work alongside a variety of other tools, especially those that deal with large amounts of data or communication. Take email platforms, for example—archiving solutions often connect with systems like Microsoft Outlook or Gmail to store older messages and free up space, all while keeping everything accessible if you need to dig something up later. It’s also common for archiving to link up with collaboration tools like Teams or Slack, especially in workplaces where digital conversations and shared files stack up fast. These integrations make it easier to preserve important records without dragging down performance or cluttering up the interface.

On the backend, archiving software often fits into the mix with cloud storage platforms like AWS or Azure, where companies want long-term, low-cost data storage that still offers reasonable access when needed. It can also sync with systems used to run daily operations, like ERPs or project management tools, where reports, invoices, and other documents accumulate quickly and need to be tucked away securely over time. Whether it’s automating storage for compliance reasons or just keeping systems running smoother, connecting archiving software with other key platforms helps organizations stay organized without making data harder to find.

Risks To Be Aware of Regarding File Archiving Software

• Over-Reliance on Automation: It’s tempting to “set it and forget it,” but file archiving software that’s too automated can move or delete data you still need. If rules or retention policies aren’t set up carefully—or worse, left on default—you might lose access to important files before you realize they’re gone.
• Access Controls Gone Wrong: Poorly configured permissions are a classic slip-up. If too many people have access to sensitive archived files, or if former employees still have login credentials, you’ve got a serious data security issue on your hands. One overlooked setting could lead to a data breach.
• Weak Search Capabilities: Not all archiving systems are built equal. Some make it a nightmare to dig through archived content—especially older formats or poorly indexed data. If your team can’t easily retrieve what’s been stored, it defeats the whole purpose of archiving in the first place.
• Hidden Compliance Gaps: Just because software claims to be “compliant” doesn’t mean it fits your specific regulatory needs. Laws vary by industry and geography, and relying on a generic system without tailoring it to your requirements can leave you exposed to penalties or legal trouble.
• False Sense of Backup: Archiving isn’t the same as backing up, but many people mix the two up. Archives are for long-term storage, not instant recovery. If disaster strikes and your only fallback is archived data, you may be in for a rude awakening—especially if retrieval takes hours or days.
• Software Lock-In: Once your data is tied up in one vendor’s proprietary format, migrating to another provider can get expensive—or downright painful. If you haven’t considered export options or future-proofing, switching platforms later might feel like ripping off a Band-Aid made of concrete.
• Retention Policy Confusion: One department wants files kept for two years, another wants ten. Without a clear, centralized policy, you end up with inconsistent retention practices across teams. That can lead to data being wiped prematurely—or worse, kept longer than it legally should be.
• Lack of Monitoring and Alerts: When something goes wrong—like a failed archive job or unauthorized access—you need to know about it fast. Not all tools offer robust alerts or logging. Without them, problems can go unnoticed for weeks, giving them plenty of time to get worse.
• High Storage Costs from “Save Everything” Mentality: Some teams archive everything out of fear of deleting the wrong file. While it feels safer, it leads to bloated storage, skyrocketing costs, and poor search performance. Smart archiving is about knowing what not to keep as much as what to keep.
• Dependency on Vendor Uptime: If your archive solution is hosted in the cloud and your vendor has an outage—or worse, goes under—you might lose access to critical data right when you need it. Always consider a vendor’s reliability and exit strategy.
• Inadequate User Training: Even the best archiving tool can become a liability if people don’t know how to use it. Without basic training, employees may mislabel, misfile, or skip archiving altogether. The result? A cluttered system that’s unreliable when it matters most.
• Evolving File Formats and Compatibility Issues: Archived files from years ago may become unreadable if the software or format becomes obsolete. Without a strategy for migrating or converting old files, you risk preserving data that future systems can't even open.

Questions To Ask Related To File Archiving Software

1. How well does this software fit into my current workflow? You don’t want to flip your entire process upside down just to make room for an archiving tool. Ask yourself if the software plays nicely with the systems and tools you already use. Does it sync with your cloud storage? Can it plug into your backup process without causing hiccups? If it forces you to add five extra steps to your daily tasks, that’s a red flag.
2. What kind of automation options are available? Manual archiving might work for a few files here and there, but it’s not sustainable long-term. Good software should let you set up automatic archiving rules—like archiving files after a certain period of inactivity or on a set schedule. This keeps things clean and organized without requiring constant babysitting.
3. Can this handle the kind of files I work with most? Some tools are built for basic documents and images. Others are more robust and can handle massive video files, databases, or even compressed folders-within-folders. You’ll want to confirm it doesn’t choke when dealing with high-volume or complex file types. Knowing your most common file formats and sizes ahead of time will help you rule out options that can’t keep up.
4. Does it support strong data protection features? Let’s be real—data leaks or breaches aren’t just embarrassing, they’re costly. Make sure the archiving tool supports encryption (preferably something serious like AES-256), multi-factor authentication, and access controls. Also ask: can it restrict who sees what once things are archived?
5. What’s the disaster recovery game plan? Things go wrong. Servers crash. People delete things they shouldn’t. You need to ask how easy it is to retrieve archived files in those “oh no” moments. Is there a built-in restore option? Can you bring back files from a certain date or version? This question is about peace of mind.
6. How much control do I have over compression settings? Not all compression is created equal. Sometimes you want to squeeze every byte out of a file, other times you care more about speed. A good tool should let you tweak compression settings to suit your needs. You want options, not a one-size-fits-all approach.
7. What does it cost, and what are you actually getting for that price? Don’t just look at the dollar amount. Ask what’s bundled in—tech support, software updates, cloud storage limits, user accounts, etc. Free tools might seem tempting, but they often cut corners in key areas like security or support. Figure out what the total cost of ownership really is over time.
8. Is there decent support if I run into trouble? When something breaks (and it will), is there someone to help you fix it? Look for software that comes with responsive, knowledgeable support—whether that’s live chat, email, or phone. Bonus points if they have solid documentation and a helpful user community.
9. How easy is it to find archived files later? Archiving isn’t a one-way trip. At some point, you’ll need to dig something up. Ask about search features. Can you filter by date? Type? Custom tags? A tool that archives well but makes retrieval a pain isn’t much help when deadlines loom.
10. Can it grow with my needs over time? You may be archiving a few gigs now, but what happens when that turns into terabytes? Does the software scale up without falling apart or getting ridiculously expensive? Future-proofing your setup is smart—especially if your team or company is growing.
11. Is it built with compliance in mind? Depending on your industry, you might be dealing with data regulations like HIPAA, GDPR, or SOX. You’ll want to ask whether the software helps you stay compliant—or at least doesn’t get in your way. That includes retention policies, audit logs, and secure deletion processes.
12. How does it handle updates and software maintenance? Outdated software can be a big security risk. Find out how often the software gets updated, and whether those updates are automatic or require manual installation. If maintenance is a hassle, people tend to skip it—and that’s when problems creep in.