Taming Unstructured Data: Strategies to Efficiently Store and Manage It

Some well-developed methods exist for working with structured data, but unstructured data requires a different approach. Moreover, in some cases, a particular platform is required for organizing efficient data management. So, how do you use a virtual data room in work with unstructured data? 

Challenges in managing unstructured data

If in pre-digital organizations, archives served as a repository of documents for communication with regulators, courts, and contractors, today, they can be used as a corporate knowledge base and a common information space for processes and users. In the digital economy, or “data economy,” the meaning of information is changing. To effectively use machine learning methods or other digitalization technologies, a company must have huge amounts of data – millions of records about homogeneous objects. Accordingly, unstructured content is considered to be all information that is freely stored on a computer and does not have a specific order. Accounting for such information is highly problematic since it is not formed into a single database, and it is challenging to manage it. Real-time access to trusted data is essential to improve workflows, security, and resource management, so the demand for advanced data management and analytics solutions continues to grow.

The complexity of processing lies in the fact that the unstructured data itself can differ not only in terms of format but also in terms of its structure. One of the essential tasks when working with unstructured data is to find and identify patterns to understand them and develop filling patterns. Therefore, there is a necessity for integrated virtual data room software that serves as a secure data repository and centralized cloud-based workspace. These systems are designed to automate the processing, storage, and provision of free access to data that randomly enters and rotates in the corporate structure and also serve as an analytical tool for managers. The data rooms are mostly used to process data securely during IPOs, M&As, real estate or fundraising deals, etc. 

The data room: how to automate the management of unstructured data?

As unstructured data becomes more common and relevant to day-to-day business decisions and operations, machine learning-based quality controls provide the much-needed confidence that your data is up-to-date, accurate, and valuable. And when you don’t depend on data quality, you can focus on using data to grow your business.

So, the use of the data room immobilier when working with this type of information will help to solve the following tasks:

●       optimization of information storage on file servers. Determining the type of unstructured data allows for their classification and labeling, assigning each file its degree of confidentiality and resolving the persons who have access to it;

●       identification and destruction of obsolete or unnecessary information;

●       classification;

●       compliance with the requirements of regulators on a special regime for storing information with limited access;

●       assignment of different user access levels;

●       сreating an access audit system and automating investigations of information security incidents.

The data room solution automates the functions of organizational and administrative, contractual workflow, and electronic archive for enterprise management systems. You can collaborate with people inside and outside your organization to establish records management rules for enterprise compliance and security. Eliminate manual processes with AI-powered workflows and e-forms. And with built-in reporting and analytics, you can uncover inefficiencies and hidden opportunities. These features can help you increase productivity, improve user experience, and streamline your operations.