Data retrieval tools are the backbone of data analysis. Whether you're a scientist that needs to analyze the results of experiments and simulations, or a business intelligence expert looking to widen your company's profit margin, you need instant access to your data. However, your data retrieval system could be quietly hurting your finances. Can a humble search tool really cripple your operations?
How Do Data Retrieval Systems Work?
When you think of data retrieval tools, you probably picture a search tool that lets you find data based on the parameters you define. That's not wrong at all. However, if that's all your retrieval system can do, your data management is going to be woefully deficient.
A search tool is useful for finding specific files or data from a database, but it won't reveal anything else unless you ask for it specifically. To most, that sounds like a good thing. But what about other data hidden on your server? What about those misnamed files with a typo that you'll never find?
If your tool can't do much more than retrieve data and put it back, then you don't really have a clear picture of the data in your organization. When you don't know your data, problems can fester below the surface. These problems drive up your data costs and create data chaos instead of data harmony.
What Factors Contribute to Data Costs?
At first glance, there doesn't seem to be much of a connection between your retrieval system and your monthly data expenditures.However, if you take a closer look at where those costs come from, the link between the two becomes ironclad.
In some cases, your search tools might even be impacting these factors directly without your knowledge. Ultimately, the only way to prevent these problems is by knowing your data and understanding how it's being manipulated by your organization's software.
Storage Costs
Data is being created at such high volumes these days that many IT execs don't know what to do with it. Add in the fact that data storage has never been more affordable, and it's no wonder why so many companies have just decided to add more storage when they run up against their limit. But this is like buying a bigger closet instead of just cleaning out the one you have.
Part of the problem is that basic search tools can't discover data. They go in like a SEAL Team on a mission, avoiding any and all distractions on the way.They bring back their target dead or alive and you have no idea about the rest of your data. You need a recon team to give you a clear picture of your whole file system.
Picture a powerful, automated search tool that examines every inch of your file system and reports back on what it found. You could ask it to retrieve any data that hasn't been accessed in ages, for example, and find that hidden data your regular retrieval system couldn't. With that knowledge, you can keep your storage costs down.
Labor Expenses
If your analysts aren't getting the job done fast enough, the obvious solution is to hire more. But just like adding storage doesn't solve the underlying problem of bad data management, adding analysts isn't going to make anyone work more efficiently.
If your analysts can't find the data they need, then their valuable time is being wasted. Your investment in human capital is going down the drain as your analysts spend more time finding and curating data than actually doing something useful with it.
Opportunity Costs
Data management experts note that just counting the hard costs overlooks other hidden costs your data imposes on your business. For instance, if your data is poorly prepared, your business intelligence might fail to deliver the insights you need to make smart decisions. Once again, not knowing your data has cost you potential profits.
Risk Factors
Another hidden cost stems from the risk your data presents to your organization. If your retrieval system doesn't reveal hidden data or help you find sensitive information in unstructured files, then you won't be able to secure that information. Cyberattacks are on the rise, and the cost of a data breach can be staggering.
Upgrade to a better tool. Aparavi can do it all. Our smart platform scans your files and classifies them automatically. You can then apply restrictions or retrieve files as you please, all while having a clear picture of your data. Schedule a demo today to see how Aparavi can cut your costs and improve your productivity.