Information Management Blog

By Patrick Thatcher

There is a widely accepted concept within information management; that being the main division for data is between structured and unstructured. Structured data being rows and columns of data within a database and unstructured being “the rest” of an organisation’s data. “The rest” being all documents including Office documents, PDF’s, emails and so on.

Traditionally and practically, organisations will have their structured data reasonably well managed (I guess that is why we call it structured data). However, the unstructured data is often wild and unruly. The most common method of taming the wild of the unstructured data is with one or a combination of Enterprise Content Management (ECM), Document Management (DM) and Records Management (RM).

All too often the chosen solution and the implementation journey is dramatically underestimated. The perception is simply to buy a product, install it and all will be well.

To quote a very old cliché; “If you fail to plan, you plan to fail”. This most certainly rings true for any project involving unstructured data. The most important work of an information management project must be done upfront, if possible prior to even purchasing a product. Should the product selection already been done; still more work is required prior to the solution roll out.

Some points may seem obvious, but please remember the following:

1. Ensure infrastructure is in place
2. Define all document / content types
3. Engage with all levels of the organisation
4. Pilot, prototype or model office is essential
5. Plan, plan, and plan

Where there is strong drive within organisations to manage unstructured data effectively. I would like to highlight that in order to reach the organised point there needs to be clear and concise structure surrounding the unstructured. Although unstructured data will never appear as rows and columns in a database; it should be approached with structure and order in mind.