Locating Relevant Data: Your Irrelevant Records Lead to Inefficient Results

It’s important to be aware of the problems associated with poorly managed data; being unable to find the files that you need can lead to serious issues when it comes to tracking down crucial information, and can cause broader inefficiencies in terms of compliance. As a result, it’s worth looking into comprehensive data recording and retrieval services such as Intelligent Voice that can help you to both streamline your records, and avoid recurring problems with inefficiently stored data.


Poor data records management and maintaining irrelevant data in your archives can cause long term problems - - you can end up with duplicated data, as well as issues with cross referencing relevant files. Over time, small problems with irrelevant records can lead to general inefficiencies, meaning that anyone trying to assemble an accurate picture of a company’s performance, or auditing past performance, will have to do a lot more manual work. Recent criticism of the NHS’s badly managed IT system and records has particularly indicated what can happen when a plan isn’t properly laid out for cataloguing data before a system goes live.

Companies arguably can’t afford to avoid updating their records management systems in the future, with systems and data capture services potentially being unable to keep track of new records - - there are estimates that data storage demands will rise from 1.3 trillion records in 2010 to 35 trillion by 2020, making it increasingly difficult for businesses and public institutions to safely back up and avoid accidentally losing important files.

Given current controversies over the NSA and data protection, not having a clear policy and set of regulations to prevent data from being mishandled is unacceptable for a business handling public records. The recent case of a Danish mobile company that fell foul of e-privacy directives provides just one example of how data can be retained for too long, or can be stored in such a way that it breaks privacy rulings and requires significant overhaul to be restored to a legal status.

To this end, businesses should look into finding a more efficient solution for managing their existing data, and for retrieving important files and video and voice records; for calls, it’s imperative for companies to be able to forensically examine their records for keywords and patterns, rather than having to trawl through huge amounts of potentially ambiguous data. Voice recognition software that can break down data into relevant keywords and contexts can be used here to better catalogue records.

Not having some form of records management system, and avoiding the latest search and retrieval technologies, could therefore be very costly for your business. You should make sure that you understand what level of detail you need to pursue for your records, and how you can properly index and audit them to prevent longer term problems from emerging. Obscuring relevant data through poor record keeping could be costly if you discover that you’ve skipped over crucial information for a case, and should be avoided.

Rosette blogs about the importance of efficient records management. She recommends investigating the latest smart data solutions from Intelligent Voice for managing your records. She also writes about the importance of backing up your data to different locations.

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