How to Secure and Organize Unstructured Data in Virtual Data Rooms?

The need to protect and manage accumulated unstructured data can quickly exhaust the resources of any organization. Therefore, modern businesses organize their data management in the online data room software in real time. So, here is more about how to move to the virtual business infrastructure. 

Virtual data room – a new look at business security

In addition to being the bulk of business data, unstructured data is growing in volume by more than 50% every year. Therefore, it is challenging to maintain this essential business resource at the proper level. A new class of information systems called virtual data rooms has appeared to work with unstructured enterprise data securely. Such solutions are intended not only for solving one local task of working with documents but also for small amounts of information. They can be a platform for automating all content-processing tasks within geographically dispersed organizations.

The main goal of implementing the best data rooms is to do more with less, reducing costs everywhere. An organization’s data protection solution must be consistent with this compelling concept. If it covers the entire data center, physical and virtual environments, the transition to a virtual model will be faster and easier. In addition, a solution natively fully integrated into the background and meets all the requirements of a virtual platform without any add-ons, additional components, and expensive and complex scenario integration projects will help significantly reduce the overall cost of data protection and data management in the organization. Virtualization of business workloads centralization of management and operations not only helps reduce costs but also increases the productivity and flexibility of the company and reduces business risks. The same applies to data protection and management functions.

Main points of data room operation

The data room software performs the basic functions of working with unstructured data – data entry or capture, storage, search, and provision. The following data can be processed here:

●      typical documents used for collaboration: files prepared in Microsoft Office, text files, and other files;

●      images of various formats, comprising audio and video, which can be processed both as files and as a stream;

●      standard documents;

●      Web content.

The built-in support for a hierarchical storage system is an important data room feature. The fact is that there is always a lot of unstructured data – especially if it is video, audio, images, or an archive of a large organization. As a rule, when creating data storage or designing systems for working with unstructured data, no one thinks about how to store this data and how much it will cost – they just create files on disks where the data is stored. The built-in hierarchical data room allows you to solve this problem.

The robust measures to keep documents secure from unauthorized access are provided in the data room: each user must specify a name and password to enter the system; access rights and the ability to perform operations with documents are regulated by access control lists, which can be set for users, for document types, and even for individual document flow nodes. Ultimately, the superposition of these lists is in effect, and each user with a particular document can only do what he is allowed in this flow-node.