Even though there is already a load of information available on the web, every business creates data on their company server or in a cloud solution like Google, Amazon (AWS) or Microsoft Azure. Since every employee within a company has their own way of structuring data, there is usually a strict policy on how to organize data. As a Startup I thought creating documents without any structure can cause a mess, would never happen to me. Whether you have the documents in the cloud or on your own server, semantic search is key to find documents in a fast and reliable way.
How to structure data
When I purchased the Google apps for work I got this massive storage space, but I needed to structure it in order to find my data. I used the old-fashioned way. I created folders and the structure grew from day to day. Today, nearly two years later, I guess I have a very structured folder list, but it is just not convenient to work with. I found another much easier and more logical way: Hulbee Enterprise Search…
Maybe you know that there is a little help to search and find document in a semantic way?
What does this mean? The software indexes the documents wherever they are stored. If you are looking for something specific, you can associate the documents with tags. While you are searching you get a list of possible matches with a respective summary of the document. This makes your search for specific information much faster.
What has this got to do with organizing documents?
Talking to clients and gathering information on how people are structuring data, I am a little surprised with the answers I get. Surprised in the way that most people are structured, even very structured with data, as they see that trying to find the right data can be time-consuming. However – and this is, in my opinion, key – they lack the respective tools to be efficient. We need new ways to search and find data. Therefore, I recommend every startup or corporate to keep their structure but use a semantic search tool. This makes it much easier to find things. We are in the process of implementing such a tool for a couple of clients, and feedback is fantastic. We will be happy to share our experiences with you…