I want to race Usain Bolt. There. I said it. I have always wanted to. He'd smoke me (but you knew that already). Seconds later I would cross the finish line. I would need to clean the puke off my shirt. I now became irrelevant to the records (and to you). Smoked out by sharper and faster Usain. Like this analogy, please wrap your head around indexing. Imagine being able to access data as quickly as Usain Bolt crosses the finish-line. So here are three things you should know about data indexing; what it is, how you can benefit from it, and how you can obtain such level of speed.
Indexed data is structured information to improve the speed of retrieval operations. In the real world, this means - Data access when data is relevant. Remember when you went to the library? You needed to find a book and it took a long time. Unless, of course, someone took the time to index the books by adding catalog information. The time spent looking for things was a travesty. Data indexing works remarkably similar. The better indexed, the faster (and better) it can be accessed. Software solutions can properly allocate catalog information, to retrieve the document or file you are looking for.
A few years back, I had a client who was a lawyer in the city of New York. For the sake of this story, we are going to call this lawyer "Marcus". The "Marcus Law Office" was a normal office with a few lawyers, paralegals, and interns. While many lawyers never have to step foot in a courtroom, this one was a litigation / Real Estate specialty and required it. Once a week, Marcus had to go to court to submit either submit or do something related to many documents retained for cases. The relatable part of this story we can all agree on, is the amount of data coming at us. Really fast.
More than once, there were documents missing, or mistakes made along the way. So now Marcus needed to postpone or go back to the office to fetch missing documents. This is where the benefits of a good data indexing system can come into play. If Marcus had the ability to search in a central repository center, and able to yield documents swiftly, then his problems are solved. Clearly, speed and accuracy of data yield can alleviate the cost of time spent finding and yielding.
The greatest benefit of indexing your data properly is access. Because critical information can impact you and your business exponentially. Decisions sometimes need to be made in seconds. Features like "Full-Text Search" now get promoted as an essential tool for anyone handling massive amounts of data. Thus, the need for an accurate and persistent way to index and find data.
A proper data index system starts at capture, or import. Setting the right configuration right-off is essential. Some solutions have better indexing than others. This includes the Windows search, which by the way, is almost as fast as me against Usain Bolt. Some are specialized in providing Bolt-Like results. In my opinion, the best data indexing solutions have a combination between ML, AI, and RPA. But if you are relying on Windows Search as your search tool, you better get used to Wooden medal results, not Gold.
This entire question revolves around three things; the staff you have, the digital solution you use, and the overall digital mission. A proper IT Manager or Executive should implement certain guidelines to avoid the input of unnecessary data, as well as maintaining a convention of cataloging. Also, the same team should be accountable for presenting clear points of execution when selecting systems or software as a service. Over the past few years, we have seen a rapid shift in investing in the right team, in order to keep up with tech demands and changes.
Incredibly so, a few seconds of delay in data can be crucial. Given the demand for information in this era we face, Digital Transformation is a necessity. Cataloging your data properly is a great future-proof foundation for your Org's IT burden, and business processes overall. If you want to start the digital transformation process properly, understanding the concept of data indexing can benefit in choosing your next solution. As we always recommend, the process needs behavioral changing intentions with the ability to pivot. Try to understand indexing better. And be meticulous in the selection process over the next solution.
Setup RPA to help fill out repetitive data-entry information into the cloud. Form-filling and processing. Event Creator. Data Scrubbing.
Post payments. Assist Document Management find matches. Clean-up contracts and expense reports. Content marketing enablement.
Compress and touch-up files. "Save As" or Backup data. Amend documents together. Extract or separate pre-existing documentation.
Everything else API's and programmers cannot do. Close the gap between legacy and outdated solutions, and RPA to co-exist.