How to Manage Unstructured Documents for Your Business

By Alisa Fetic

Unstructured documents are free-form documents without structure, but you can still scan, capture, and import them digitally. When it comes to business documents, we think of anything structured as an item we can store in online databases or cloud software.

In the case of modern businesses, this is how we receive most of our information, ranging from client order forms to employee healthcare information. Everything is digital.

However, there are still unstructured documents that many businesses utilize, but they can add to their collection of structured documents without issue. These might include letters, paper forms, or contracts.

There's no denying that unstructured documents play a role in present-day businesses, even with the ever-evolving role of technology. Finding a solution to deal with unstructured data and documents is essential, and we can help.

Automation and Unstructured Data

Automation and unstructured data go hand in hand when optimizing business operations. Automation enables organizations to quickly process large volumes of unstructured data and transform it into actionable insights.

With the right software, companies can use unstructured data to gain new insights more quickly and at a higher level of detail than was previously possible. Automation also frees up human resources to focus on driving the organizational strategy.

Leveraging automation means identifying patterns in unstructured data and then applying rules-based algorithms to transform it into a structured form. This process helps businesses better analyze the data and uncover hidden correlations that may not have been apparent.

By automating processes, businesses can more quickly identify and take advantage of opportunities in the market that they may have missed with manual processing. In addition, we can use automation to streamline operations, improve efficiency, and reduce costs associated with processing large data sets.

Automating Redaction and Detection

The automated redaction and detection of documents can save companies time, money, and resources. By automatically redacting sensitive information, companies can reduce the manual work needed to protect data, allowing them to focus on their core business activities.

Automated detection also increases the accuracy of sensitive data detection and ensures that all documents comply with applicable regulations. This accuracy and compliance can help reduce the risk of data breaches and other security-related issues.

Automated redaction and detection can also help companies stay organized by allowing them to identify and track sensitive information in documents quickly. It's a fantastic way to help companies reduce their carbon footprint by reducing the need for paper-based (or unstructured) document processing.

A Solution for Managing Unstructured Data

Managing unstructured data can quickly become overwhelming for many businesses, regardless of size or industry. However, that management is crucial to allow companies to store large amounts of data in a secure and organized manner, making it easy to access, analyze and use for various purposes.

AI-powered services can be life and time-saving for auto-redaction, contract review, and digital document comparison. Finding a flexible solution that works for you and your unstructured data needs can help you advance your company while taking a ton of manual work off your plate!

You Might Also Be Interested In

Unlocking the Power of PII: Why Businesses Must Know the Location of Sensitive Data in Unstructured Storage

Introduction In today's digital landscape, businesses are dealing with an enormous amount of data. Within this vast sea of information, there lies a subset that is particularly valuable and sensitive—personally identifiable information (PII). Protecting PII is crucial for maintaining customer trust, complying with privacy regulations, and preventing data breaches. However, due to the prevalence of unstructured storage, identifying and locating PII can be a challenging task for organizations. In this article, we will explore the power of PII and why businesses must have a comprehensive understanding of its location within unstructured storage. Understanding Unstructured Storage Unstructured storage refers to data repositories that do not adhere to a predefined data model or format. Unlike structured databases, which store data in well-defined tables, unstructured storage encompasses various file types such as documents, presentations, images, videos, and emails. This type of storage offers flexibility and scalability but presents challenges when it comes to managing and securing sensitive data like PII. The Importance of Protecting Personally Identifiable Information (PII) PII comprises any information that can be used to identify an individual, including names, addresses, social security numbers, email addresses, and more. Businesses collect and store PII for various purposes, such as processing transactions, delivering personalized services, and marketing efforts. However, the mishandling or unauthorized exposure of PII can have severe consequences, leading to financial loss, legal penalties, reputational damage, and loss of customer trust. Challenges in Identifying and Locating PII Due to the nature of unstructured storage, identifying and locating PII can be a complex task. Traditional data management systems are not equipped to handle the diverse file types and formats found in unstructured storage, making it difficult to effectively track and secure sensitive information. Additionally, the sheer volume of data and the constant creation and modification of files make it challenging to manually identify PII within unstructured storage. Unlocking the Power of PII To unlock the power of PII and ensure its protection, businesses need to adopt proactive strategies for identifying and locating sensitive data within unstructured storage. By doing so, they can mitigate risks, enhance compliance, and improve overall data security. Here are two effective approaches for achieving this: Implementing Data Classification Systems Data classification is a systematic approach to categorizing data based on its sensitivity and criticality. By implementing a data classification system, businesses can assign labels or tags to files within unstructured storage, indicating the level of sensitivity and PII content. This enables organizations to quickly identify and locate files containing PII, allowing for targeted security measures and enhanced data governance. Utilizing Automated Data Discovery Tools Automated data discovery tools leverage advanced algorithms and machine learning techniques to scan and analyze unstructured storage for sensitive data. These tools can detect patterns, identify PII, and provide insights into the location of such information. By automating the process, businesses can save time and resources while ensuring a more comprehensive and accurate identification of PII. Benefits of Knowing the Location of Sensitive Data Having a clear understanding of the location of sensitive data within unstructured storage offers several key benefits: Enhanced Data Protection: By knowing where sensitive data resides, organizations can implement targeted security controls and encryption measures to safeguard PII from unauthorized access or leakage. Efficient Compliance : Compliance with privacy regulations such as the General Data Protection Regulation (GDPR) and the California Consumer Privacy Act (CCPA) requires businesses to have a firm grasp on the location of PII. By knowing where this data is stored, organizations can efficiently respond to data subject requests, ensure data minimization, and demonstrate regulatory compliance. Streamlined Incident Response: In the event of a data breach or security incident, knowing the location of sensitive data enables organizations to respond swiftly, contain the breach, and notify affected individuals, minimizing the impact on both the business and its customers. Improved Data Governance: Understanding the location of sensitive data supports effective data governance practices, facilitating data lifecycle management, data retention policies, and data deletion when necessary. Best Practices for Protecting PII in Unstructured Storage To ensure the protection of PII within unstructured storage, businesses should consider the following best practices: Regular Data Audits : Conduct regular audits to identify and assess the presence of PII within unstructured storage. This helps maintain an accurate inventory of sensitive data and ensures compliance with privacy regulations. Encryption and Access Controls : Implement strong encryption and access control mechanisms to protect PII from unauthorized access or accidental exposure. User Education and Training : Educate employees about the importance of data protection, privacy, and the proper handling of sensitive information. Regular training programs can help prevent inadvertent mishandling or unauthorized sharing of PII. Data Minimization : Adopt a data minimization strategy by only collecting and storing the necessary PII. This reduces the overall risk exposure and the potential impact of a data breach. Data Retention and Disposal : Establish clear policies for data retention and disposal, ensuring that PII is retained only for as long as necessary and securely disposed of when no longer needed. Conclusion In today's data-driven world, protecting personally identifiable information is paramount for businesses. The location of sensitive data within unstructured storage plays a crucial role in effective data protection, regulatory compliance, and incident response. By implementing data classification systems, utilizing automated data discovery tools, and following best practices for protecting PII, organizations can unlock the power of this valuable information while ensuring its security and integrity. FAQs 1. What is unstructured storage? Unstructured storage refers to data repositories that do not adhere to a predefined data model or format. It includes various file types such as documents, images, videos, and emails. 2. Why is it important to protect PII? Protecting personally identifiable information (PII) is vital for maintaining customer trust, complying with privacy regulations, and preventing data breaches. 3. How can businesses identify PII in unstructured storage? Businesses can implement data classification systems and utilize automated data discovery tools to identify and locate PII within unstructured storage. 4. What are the benefits of knowing the location of sensitive data? Knowing the location of sensitive data enables enhanced data protection, efficient compliance, streamlined incident response, and improved data governance. 5. What are some best practices for protecting PII in unstructured storage? Best practices include regular data audits, encryption and access controls, user education and training, data minimization, and proper data retention and disposal policies.

Jun 23, 2023

Data Discovery: A Game-Changing Solution for Proactive Risk Assessment and PII Security

By Alisa Fetic It is crucial to put preventative measures in place to shield businesses from potential data breaches in a world where cyber security risks are rising daily. Data discovery, a tool that gives businesses a comprehensive picture of their sensitive data and aids them in identifying any vulnerabilities before evil hackers exploit them, is one of the most efficient solutions on the market. Data discovery can help businesses be better prepared to react to system threats swiftly and effectively. This article will explore the benefits of utilizing this potent tool for risk assessment and PII protection. What Is Data Discovery? Before delving further into why data discovery should be a part of your comprehensive risk management strategy, it is essential to understand what it entails. In short, data discovery involves utilizing specialized software applications and algorithms to scan through large volumes of unstructured documents within the organization's network infrastructure to locate sensitive personal or corporate information stored within files on various systems across multiple departments or divisions in an enterprise environment. Why Is Data Discovery a Game Changer? Data discovery offers several very useful capabilities for preventing cybersecurity threats. One of its key advantages is its ability to aggregate data from multiple sources, including internally hosted files and cloud services like Dropbox and Google Drive. This means companies can scan for sensitive information across numerous locations on their network without manually reviewing each source individually, cutting down on time-consuming manual processes and improving overall efficiencies within the organization. Additionally, data discovery allows organizations to analyze specific file types. It provides insights into potential vulnerabilities in unstructured files such as Microsoft Office documents or PDFs that may remain hidden from traditional security scans. Uncovering this potentially exposed information helps businesses squeeze every bit of value out of their data while mitigating the potential risks associated with exposure. Data Discovery with iDox: Revolutionary Technology for PII Security With advanced technology algorithms specifically designed by our team at iDox ., our data discovery platform empowers users to quickly search through large amounts of unstructured corporate documents. They can also locate any sensitive information, such as Personally Identifiable Information (PII), Payment Card Industry (PCI) card numbers, or healthcare records, before it is misused or exploited by malicious hackers or other unauthorized parties with bad intentions. By utilizing our software, users can quickly and conveniently discover, redact, and remove all potentially sensitive data in a fraction of the time compared to manual inspections. Furthermore, they can rest assured that their IT systems will remain protected against potential threats, as each piece of data is securely encrypted. In addition, because it is wholly cloud-based with no installations required, users have complete control over where and when sensitive documents are stored or accessed without worrying about demanding maintenance requirements. The Ultimate Data Security Solution Data discovery technology enables organizations to more proactively identify risky behavior within their networks, so any malicious activity can be prevented before a breach causes damage due to negligence or malicious intent from an outside source. Providing insights into PII storage areas across multiple sources within the enterprise landscape, which otherwise would go undetected by traditional scans, makes it a game changer for companies looking for a comprehensive solution for proactive risk assessment measures and data privacy protection. With iDox’s discovery platform, businesses can unlock the incredible value hidden within their unstructured documents and confidently protect personal/corporate information from potential cyber threats in a cost-effective, efficient, and secure manner.

Jun 6, 2023

Unveiling Hidden Risks: The Power of Sensitive Data Discovery in Business Risk Mitigation

By Alisa Fetic In today's digital age, businesses are amassing vast amounts of sensitive data, ranging from customer information to proprietary trade secrets. While this data fuels innovation and enhances customer experiences, it also exposes businesses to significant risks if mishandled or compromised. Therefore, proactive measures like sensitive data discovery have become crucial to mitigate these risks effectively. In this article, we will delve into the concept of sensitive data discovery and explore its indispensable role in helping businesses safeguard their valuable assets and maintain their reputation. The Essence of Sensitive Data Discovery: Sensitive data discovery refers to the systematic process of identifying, categorizing, and securing sensitive data within an organization's digital ecosystem. It involves deploying advanced technologies, such as data scanning tools, machine learning algorithms, and data loss prevention (DLP) solutions, to locate sensitive data throughout various storage systems, applications, and databases. By understanding the nature and location of sensitive data, businesses can take informed actions to protect it and mitigate potential risks. Identifying Hidden Vulnerabilities: The first step in mitigating risk is knowing where it resides. Sensitive data discovery enables businesses to uncover hidden vulnerabilities that could otherwise go undetected. It helps identify data repositories that are prone to breaches, such as unprotected databases, unencrypted files, or legacy systems lacking security updates. By gaining visibility into these weak points, businesses can proactively reinforce security measures, implement access controls, and encrypt data to minimize the risk of unauthorized access or data leakage. Compliance with Regulatory Standards: With the proliferation of privacy regulations like the General Data Protection Regulation (GDPR) and the California Consumer Privacy Act (CCPA), businesses face legal obligations to protect sensitive data. Failure to comply can result in severe penalties and reputational damage. Sensitive data discovery assists in meeting compliance requirements by mapping the flow of data across the organization, identifying areas where data privacy may be compromised, and ensuring appropriate measures are in place to protect sensitive information. It facilitates audits, risk assessments, and the implementation of privacy-by-design principles. Mitigating Insider Threats: Not all risks originate from external sources. Insider threats, whether intentional or unintentional, can pose significant dangers to sensitive data. By implementing sensitive data discovery techniques, businesses can monitor and detect suspicious activities within their internal systems. This includes identifying employees with excessive access privileges, detecting abnormal data transfers or downloads, and flagging unauthorized attempts to access sensitive data. By being proactive, organizations can mitigate potential risks before they escalate into major breaches. Strengthening Data Governance: Sensitive data discovery serves as a foundation for robust data governance practices. It enables businesses to establish data ownership, define data handling procedures, and enforce data classification policies. By understanding the types of sensitive data they possess and the associated risks, businesses can implement appropriate controls, such as data encryption, role-based access controls, and data retention policies. This strengthens overall data governance, reduces the likelihood of data mishandling, and enhances overall security posture. Enhancing Incident Response Capabilities: In the unfortunate event of a data breach, an effective incident response plan can make a significant difference in mitigating the consequences. Sensitive data discovery provides valuable insights into the data landscape, allowing businesses to develop incident response strategies tailored to specific types of data. It facilitates faster identification of affected data, aids in notifying affected individuals promptly, and helps organizations take immediate action to contain the breach and restore normalcy. This proactive approach minimizes damage, builds trust with stakeholders, and safeguards the company's reputation. In an era where data breaches and privacy concerns dominate headlines, businesses must prioritize the discovery and protection of sensitive data. By investing in sensitive data discovery technologies and adopting proactive measures,

May 15, 2023

Government Agencies vs. Public Record Requests

By Alisa Fetic Public record requests, also known as FOIA requests, have been on the rise for the past few years, and processing these requests is becoming more complex. Between 2018 and 2020, for example, the number of these requests increased by a staggering 31% . As more applications are made, the data pool expands, making it difficult for government agencies to process requests within the response time required by law. As such, finding ways to simplify and improve the request management process is critical. How can government agencies streamline this process to improve service delivery? This guide will explore the public record request issues currently facing government agencies and provide possible solutions to the problems. Current Issues Facing Public Records Management As a result of this increase in requests, agencies are having a hard time dealing with public records management. Current issues facing public records management include: Issue #1: Managing Backlogged Requests Federal FOIA requests have been on the rise since 2016, with over 800,000 FOIA record requests made each year in the US. But when COVID-19 struck, backlogged cases skyrocketed, increasing by 17.7%, which has been the trend ever since. The increase in backlogged requests exerts pressure on government agencies as these requests must be addressed within the timeframe specified by law. Backlogged requests can lead to lawsuits from citizens, news organizations, and watch groups. Issue #2: Budget and Resources If an agency has fewer FOIA requests, they’re less likely to encounter staff challenges in managing public record requests. However, it can be difficult for an agency to respond in time if they’re dealing with a spike in requests with a staff shortage and a limited budget. Issue #3: Increased Job Complexity The sheer number of data types considered public records has skyrocketed over the past few years, with the rise of automation bringing more attention to email and social media. Today, social media is considered a public record in all 50 states. But the thing with social data is that its’ too complex to handle—people can edit, change, and delete their comments within 24 hours. And today, 1 in 4 public record requests reference social media, meaning agencies are increasingly receiving social media public record requests. How Government Agencies Are Handling the Spike in Public Record requests Government agencies are implementing appropriate measures to address growing public record requests. One of the solutions embraced by virtually all governing agencies is adopting technology for efficiency and compliance. Technology as a Solution to Surging Public Record Requests In an age of technology and the internet, no one wants to spend time in a government office filling public record requests. Every requester expects fast, reliable, and effective service. Many agencies have embraced technology as a means to meet the growing demands for public records. Implementing a software solution for public records means having a modern, intuitive, and easy-to-use web-based platform where users can submit public record requests in minutes. When requests are submitted, your team gets notified immediately, and the requesters can track the progress of their requests. Using software solutions help agencies reduce backlogs and respond to requesters on time. Technological solutions can also help address the issues of staff shortages and unfunded mandates. The use of technology often results in better resource allocation and reduced costs as it can scale the processes without needing additional staff. Wrapping Up Every year, public records continue to increase in volume, leading to a spike in backlogs. Whether these requests come from residents or media entities, your government agency is duty-bound to fulfill them within a given timeframe. To speed up the process and reduce backlogs, many agencies are leveraging software solutions specifically designed to manage public record requests. Using technology to manage public record requests also minimizes the need to hire more staff, leading to cost savings.

Jan 18, 2023