Vital Elements of Content Analytics Software

The amount of data generated in the world today is hard to fathom. Estimates are that there are nearly 2.5 quintillion bytes of data generated on a daily basis. This means that around 90% of the world's data was generated in just the last two years. The flow of data is certainly not going to slow down. In fact, it is likely that it is only going to gain momentum. All companies, even those that are relatively small, need to make sure they have a solid way of handling all of this information so they can store, parse, use, and delete it as needed. However, too few companies are using content analytics software and management software to help them. This leads to a number of potential problems for those businesses.

When it comes to content analytics and management, the "old ways" of containing and sorting through the content simply don't work any longer. Continuing to use them could actually be a detriment to the business. Despite the fact that there will be a learning curve when using new software, it is essential that companies start looking for other options as soon as possible. When using a quality system, businesses will find a number of benefits that can make both content management, as well as content analytics, much simpler.

Today's software has the capability to provide you with substantial advantages over the old methods. Automated processing that's based on analyzing all of the inbound content can make it easier to handle the greater load of data companies are experiencing. Proper software can help to speed up response time, improve compliance, customer service, and much more. By routing the inbound data through to the proper channels, it ensures that all of the data goes to the right places, where it will be the most use. It's possible to create a range of inbound forms as well, which means you can parse your data far more easily. This can in turn make it easier to attach other downstream processes to the incoming data.

For example, an email from a customer that arrives can be placed in the proper location, automatically starting a claim or providing a support ticket. There are a number of other possibilities, all of which have the potential to make many aspects of the business easier and automated.

You do not always have to use the automation system though. It is also possible to utilize a prompt system that will allow the user to determine the type of classification for the email. This can give you much more control, which can be useful for many businesses.

Utilizing content analytics with inbound processing helps to make all of the processes in the company flow more smoothly. It reduces the amount of filing that the staff would normally have to complete by hand, and this makes the process faster and the staff more efficient overall. It does take some time to get accustomed to the new way of doing things with this type of software, but after laying the initial groundwork, the benefits are easily recognizable.

One of the other things that companies need to consider when they are choosing new software is the capability to improve how searchable their data is. The new software can help to improve the metadata, and at that point it becomes possible to use some of the other management controls more successfully. Proper metadata is essential if you want to migrate the data to another system.

One of the other nice benefits of the new software is the ability to automate your email classification. This has been a real problem for businesses using ERM (electronic records management) systems in the past. New software makes it much easier to classify emails and to retrieve them when needed. It used to be difficult to separate the wheat from the chaff when it came to emails, and companies would simply save everything in the same area, essentially giving it the same importance. By classifying the emails, it makes it easier to find and retrieve them when needed.

The management controls will also help to remove redundant, obsolete, and trivial data, which can help to free up a substantial amount of storage space. It is even possible to find and remove offensive content from the system. Again, this can help to free more space. Keep in mind that it does take some time to implement these systems, so the results will not be noticeable immediately. The results will come though.

In the event that you have to go to court, the contextual analysis provided with the new software can be extremely useful. This is particularly true in the event of e-discovery work that takes place before the trial. It makes it easier to find everything related to the case. This could be anything from emails, complaints, IP (intellectual property), etc. Many companies also utilize this system for internal audits for compliance, just to make sure everything is running properly in the company. It's a helpful tool that more companies really need to consider using.

One of the most important elements of the new software is the actual analytical ability it provides, which can help to provide you with greater business insight. It's possible to analyze a number of different types of content. For example, you can gain information from customers through feedback forms and surveys. You can make it easier to sort through applications that are going through HR for prospective employees, web databases, blogs, and much more. The system allows for live and near-time reports so businesses can keep an eye on their data as it flows into the company.

Today's content analytics software can provide businesses with these and other benefits, and there's no reason to hold off on getting new software. The advantages outweigh the potential learning curve, and it is a direction that more businesses need to follow.