Over time, companies accumulate large amounts of data across different systems and tools, creating information silos. For many organizations, it’s difficult to manage shared access to these silos and control that access.
At the heart of most information siloes we find the management of the “document” with its two levels of complementary information, united and inseparable:
- The document itself
- The metadata, attached to the document that facilitates access to the document. Metadata provides classification, security and permissions (authentication) for the document. It also enables interoperability.
The challenge is that internal staff often find the process of capturing metadata tedious and complex, and are abandoning metadata assignment. But search engines depend on metadata to organize information and improve search queries. Without it, documents are indexed by file only, leading to a loss of control over the information. This loss of control has the potential to drive major risk to the company:
- The dilution of information with high added value
- Increased risks of non-identification of binding documents
- Non-compliance with regulatory requirements for the retention and destruction of documents
- The continuous rise in volumes stored on expensive and unsuitable media
There are many solutions that can manage these information silos including SharePoint, Box, Google Drive, Everteam and others. Often, organizations have more than one solution in place. And therein lies a big part of the challenge.
How analytics can help
Analytics technologies support the combination of innovations born of Big Data and Machine Learning. In other words, it is possible to analyze large volumes of data (including unstructured information) thanks to the power of file and content analytics and make sense of it automatically. Analytics can take away the need for knowledge workers to manually add metadata to documents. It does this by applying machine learning algorithms analyze the content of a file and automatically add the appropriate metadata information.
The best analytics solutions work with both structured and unstructured data in the same search interface. Analytical tools can completely reconfigure the exploitation of information on several levels.
From an operational point of view, Business Divisions can:
- Quickly access relevant information, including in multisource and multilingual contexts
- Expose information from duplicate or obsolete documents
- Quickly identify all the company’s binding documents
- Capitalize effectively on the storage repositories
Analytics technologies can also control a number of risks related to the unavailability or expiry of information. They can put General Management in a position to respond to the regulatory obligations inherent in its business and sector of activity. And they contribute to the proper running of the business by providing an effective and efficient service to internal customers, better able to meet the standards of their profession.
Finally, IT Departments see their work get easier and IT costs decrease by controlling storage and backup budgets, reducing the costs and delays of migration from one silo to another and, lastly, the perpetuation of stored formats.
Want to understand more connecting your information silos with analytics? Download our File Analytics datasheet.
Like what you’re reading on the blog? Subscribe to our newsletter.