IMPROVED CUSTOMER EXPERIENCE

Q: <strong>What is ROT Data?</strong>

<a href="https://shinydocs.com/blog/unmasking-rot-the-silent-killer-of-data-management/" target="_blank" rel="noreferrer noopener">ROT data</a>, or Redundant, Outdated, or Trivial data, is information within an organization’s digital repositories that has lost its value or relevance. It includes duplicate files, obsolete documents, and trivial items that no longer serve a purpose. ROT data not only consumes valuable storage space but also complicates data management and retrieval processes, leading to inefficiencies and increased costs. Efficiently identifying and managing this type of data is crucial for maintaining an organized and effective data environment.

Empower your team with instant access to client information.

Empower your customer-facing teams with efficiency and accuracy by giving them a company-wide content search that retrieves information in seconds.

Book a Meeting with Us

Teams need easy access to customer information.

Invoices, service agreements, statements, and other customer documents are often stored in multiple locations. When your employees have to search through file shares, the cloud, and their personal machines to find the information they need, customer service suffers.

Customer data is buried

Up to 80% of valuable business information is hidden in files across the organization, instead of easy-to-access places like a CRM – making it harder to find, even when used regularly.

Customers expect efficiency

When customers contact your team, they expect information in seconds. Delayed responses can create frustration and put customer loyalty and happiness at risk.

Accuracy is everything

Efficiency is only useful with accuracy. Employees must be able to validate that they have the most relevant and up-to-date information for customers.

SECURE search

One search. All your content.

With Shinydocs, your users get a search panel that shows them content from common sources like SharePoint, OneDrive, OpenText, Box, Microsoft Teams, file shares, emails, and more – so they can find what they need quickly.

Contextual search

Advanced search features enable your teams to search based on file type, metadata, or the text inside a file – even if the text is in an image. Apply custom rules to give users additional context based on customer type, or anything else that helps them find content faster.

Secure information access

Shinydocs allows you to search behind the firewall, ensuring customer information is secure. Our search inherits access permissions from each of your content sources, so users can only access authorized content.

Learn More About Enterprise Search

IMPROVE PRODUCTIVITY

Retain customers while making employees
more productive.

Productive customer service reps make for happier customers.

Productive customer service

With Shinydocs, customer-facing teams can find every document related to a customer, from across the organization, in seconds. No more digging to find the right file and then searching its contents to get the information.

Increased customer loyalty

Customers rely on you for quick and accurate information. Build trust and loyalty with your customers to ensure retention and turn new customers into customers for life.

Better employee morale

Dealing with frustrated customers can take a toll. Demoralized employees are more likely to leave, which drives up retention and hiring costs. Keep your employees happy by giving them the tools to do what they love – making your customers happy.

Ready to analyze your business content?

This report offers an overview and a step-by-step guide for creating an inventory, so you can identify redundant, obsolete, and trivial (ROT) data and drive productivity.

Download The Free Report

Frequently Asked Questions

What is information management, and how can it improve workforce productivity?

Information management is the practice of organizing, storing, and accessing data in a way that allows for quick and efficient retrieval. By implementing effective information management strategies, organizations can reduce the amount of time employees spend searching for information, enabling them to be more productive and focus on higher-value tasks.

What are some common challenges organizations face when it comes to information management?

Many organizations struggle with information overload, meaning they have too much data to effectively manage. Additionally, information may be stored across different systems or in various formats, making it difficult to access or share with others. Finally, information security is a critical concern, and companies need to ensure that their data is protected against unauthorized access or breaches.

How can a solution like Shinydocs help with information management?

Shinydocs helps organizations manage their data more efficiently. By leveraging AI and machine learning, Shinydocs can identify, analyze, and categorize data, making it easier to find and use. Additionally, the platform can help organizations automate workflows and ensure compliance with industry regulations.

What is ROT Data?

ROT data, or Redundant, Outdated, or Trivial data, is information within an organization’s digital repositories that has lost its value or relevance. It includes duplicate files, obsolete documents, and trivial items that no longer serve a purpose. ROT data not only consumes valuable storage space but also complicates data management and retrieval processes, leading to inefficiencies and increased costs. Efficiently identifying and managing this type of data is crucial for maintaining an organized and effective data environment.

Why is ROT Data Removal Important?

ROT data removal is critical for several reasons. Firstly, it significantly reduces storage costs by freeing up space occupied by unnecessary data. Secondly, it streamlines data retrieval processes, allowing for quicker and more accurate access to relevant information. This increased efficiency can lead to better decision-making and improved productivity. Additionally, managing ROT data effectively is essential for compliance with various data protection and privacy regulations, as keeping outdated or irrelevant data can pose security and legal risks.

How Does Shinydocs Identify ROT Data?

Shinydocs employs sophisticated techniques to identify ROT data, utilizing a combination of advanced analytics, machine learning algorithms, and bespoke data classification methods. This approach allows for an in-depth analysis of data patterns, file types, user activity, and other critical indicators that help in accurately pinpointing data that is redundant, outdated, or trivial. The identification process is thorough and tailored to each organization’s specific data environment, ensuring that no crucial data is mistakenly categorized as ROT.

Can ROT Data Affect Compliance?

Yes, retaining ROT data can significantly impact an organization’s compliance with various data protection and privacy regulations. Outdated or irrelevant data can contain sensitive information that, if not managed properly, may lead to security breaches and non-compliance with laws such as GDPR or HIPAA. Efficient ROT data management ensures that only necessary and relevant data is retained, reducing the risk of legal penalties and enhancing overall data security and privacy measures.

Is ROT Data Removal From Shinydocs Customizable?

Shinydocs offers highly customizable ROT data removal solutions designed to cater to the unique needs of different organizations. Understanding that each business has its own set of data management requirements, we offer tailored strategies that take into account the specific nature of your data, compliance needs, and operational goals. This personalized approach ensures that the ROT data removal process is not only effective but also seamlessly integrates with your existing data management systems and workflows.

Book a call to discuss putting your business content to work.

Chat with one of our knowledgeable specialists who can help you get started with the right solution based on your goals.

Book a Meeting