UNSTRUCTURED DATA DISCOVERY

Get value from data you know of, and dark data you don’t.

For most organizations, structured data only makes up 20% of all business data, which means decisions are only partially data driven. Uncover your unstructured data with Shinydocs.

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UNSTRUCTURED DATA

What is Unstructured Data?

Unstructured data encompasses diverse formats like emails, videos, and social media content, lacking a fixed schema for easy storage or analysis. It presents both a challenge and an opportunity for businesses to harness insights through advanced analytical tools. Efficiently managed, it can unlock significant value, driving innovation and informed decision-making.

Uncover hidden insights in your unstructured data.

Structured data represents a small part of most organizations’ data. The insights hidden in your unstructured data, like documents, files, and media, are pivotal to making business decisions with confidence.

Incomplete data makes decisions difficult

Your team needs confidence that important business decisions are made with all the available information. Excluding unstructured data from decision making means leaving potentially crucial insights behind.

It takes forever to find what you need

When you need to make a business decision, tracking down the right data can feel impossible. Often, the info you need is buried in documents, which can mean spending hours searching before you can perform your analysis.

Unstructured data is underutilized

Many organizations rely on CRMs or ERPs for data-driven decision-making. The problem is that these systems use drop-down lists, pre-selected options, and free form text fields that are difficult to filter, sort, and analyze – leaving context and valuable data on the table.

UNSTRUCTURED DATA MANAGEMENT

Unlock the power of your unstructured data.

Get an inventory of unstructured data across your organization, then connect it to structured data for a complete picture.

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Unstructured data inventory

Our software crawls content across your organization and builds an inventory of unstructured data using metadata, document text, and image text to tag and classify documents.

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Powerful enterprise search

Find specific data from your inventory for analysis, like data related to a particular customer, employee, line of business, and more. Be as specific or as broad as you need to find data.

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Connect unstructured data to structured data

Export unstructured data from your Shinydocs inventory and import it into Power BI, Tableau, or other analysis tools to combine it with structured data for a comprehensive analysis.

unstructured data analysis

Improved decision making across your business.

Work with complete data to provide insights to every area of your business.

Stronger data analysis

Whether making micro decisions for a particular business unit or macro decisions across the whole business, complete data will enable a stronger analysis.

Complete data in business systems

Completing the data in systems like your CRM or ERP allows stakeholders to make more informed decisions quickly, while improving forecasting abilities based on complete system data.

Faster data operations

Your data team can respond faster to requests from across the business by simply querying your unstructured data inventory, instead of spending hours sifting through documents to find what they need, so your people can make faster decisions.

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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.

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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 unstructured data to work.

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

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