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How to Prepare and Organize Data and Content for Better Search Through Search Technology

July 23, 2019
How to Prepare and Organize Data and Content for Better Search Through Search Technology

A little organization can make a world of difference for your organization when your users need to access important information. A lack of structure can make it more difficult for your search solution to pull relevant results. For people within your company, bad data organization can result in wasted time and the creation of duplicate files. For external users, it can lead to people leaving your site to find what they need elsewhere.

Finding and accessing your own information shouldn’t be a problem. That’s why it’s important to create some structure for your data and content so that all the information you need is in its right place.

Better Data Organization for Search Solutions

If you have access to structured data, that’s a great place to start. Structured data can make it easy for your organization to find the information you need if you know the correct attributes. While search engine software can crawl unstructured data, the addition of structured data can improve the relevance and precision of results.

An electronic database allows you to create collections of information that are organized and stored for use. The use of a database allows specific users to sort and tag files, text, and other information in a way that improves organization and information retrieval.

One way to prepare and organize your data is to invest in a database management systems (DBMS) based on a relational data model. This setup allows specific users to access and manage relations relation, which are two-dimensional tables that store data about objects, events, and other entities. Relational columns can be organized into certain characteristics, while rows stand for certain files, records, or other data items.

Users with access can then add, update, find, sort, or retrieve data as needed, adding features to the records along the way to improve the relevance of search results or organize files so that they’re only available to certain people. For example, an ecommerce site that sells clothing can organize different items by identifying product characteristics like product color, brand, type of clothing, and other characteristics. These criteria help filter out results that would have appeared from unstructured text. As a result, a user searching for a new pair of shorts won’t be as likely to see results for short sleeve shirts simply because they both use the word “short.”

Structured data also allows you to organize data so that only the right people see certain information. Data items can be tagged with user access so that they don’t end up in results pages for outside users and other people without proper clearance. The right search software can extract structured data from text to enhance the search. Also, the right software can be taught to identify if a file contains specific patterns, for example a credit card number, to constrain the results. As a result, you can set the software to flag those pages to make them more secure. Thanks to this type of advanced logic, it can help you keep your data organized even if a user isn’t there to manually sort something entered into the system.

Invest in Search Engine Software and Appliances That Keep Your Data Organized

Organized data seems like a no brainer, but it does require the right technology to succeed. Text searching and relational database management each rely upon radically different paradigms for organizing and retrieving information, so you need a solution that marries both together.

Thunderstone search engine software and search appliances give you benefits of a SQL relational database (RDBMS) that intelligently queries and manages databases. With our core technology, we can solve even the most complex information retrieval challenges.

Ready to take control of your organization’s information? Request a demo today to test out Thunderstone’s enterprise search solutions for yourself or contact us to talk to one of our experts about we can help you organize your data.