CRM Exam - Part 3.A.3 - Storage>Unstructured and Structured Data

Big Data

- extremely large data sets that may be analyzed computationally to reveal patterns, trends, and associations, especially relating to human behavior and interactions - describes both structured and unstructured data consisting of billions to trillions of records from different sources - are too large, raw, and unstructured for analysis using traditional database technology and techniques - can unlock significant value by making information transparent and usable at much higher frequencies

What has a role in helping to organize unstructured data?

- optical character recognition (OCR) = by eliminating manual data entry and improving the speed and accuracy of capturing information - metadata = by enabling organizations to describe, categorize and understand important details about unstructured data, improving searchability and accessibility of information - digital repositories (ECMs) = by providing a structured, easy-to-use, and secure location for various types of data

Structured Data

- organized in a way that makes it identifiable, structured in the form of columns and rows making search for data type within the content possible - includes defining what fields of data will be stored and how that data will be stored: data type (numeric, currency, alphabetic, name, date, address) and any restrictions on the data input (number of characters; restricted to certain terms such as Mr., Ms. or Dr.; M or F) - searchable by data type within content - examples include databases containing accounting and financial data, customer data, and personnel data

Structured Data Cons

- predefined purpose limits use - limited storage options (i.e. limited to data warehouses)

Unstructured Data

- refers to information with no prescribed organization or format that doesn't reside in a traditional row-column database - consists of electronic information created or obtained by end users where the information is not stored in tables in a relational database system - does not have an identifiable structure - Ex. email messages, word processing documents, videos, photos, audio files, presentations, webpages

Structure Query Language (SQL)

- special-purpose programming language designed for managing data held in a relational database management system (RDBMS), or for stream processing in a relational data stream management system (RDSMS) - A relational data language that provides a consistent, English keyword-oriented set of facilities for query, data definition, data manipulation and data control - requires very little code to accomplish powerful operations

What are the 4 components of unstructured data?

- the data is significantly ambiguous - the data has little or no structure - the data is highly valuable - the data and data interactions are complex

Semi-structured Data

- unstructured data has been organized and or has metadata attached that describes content - no uniformity but formatted with certain rules

List 5 elements of managing unstructured data.

- visibility - control - auditing - security - scalability

T/F Structured data consist of electronic information created or obtained by end users where the information is not stored in tables in a relational database system.

FALSE. Unstructured data consist of electronic information created or obtained by end users where the information is not stored in tables in a relational database system.

List some examples of structured data in databases.

- accounting and financial data - customer data - personnel data

List 4 examples of structured data.

- databases - XML data - data warehouses - enterprise systems

Structured Data Pros

- easily used by machine learning algorithms since data can be indexed based on text string/attributes, making search operation and data mining hassle-free - easily used by business users to update/delete - lots of tools available - well defined structure helps in easy storage and access of data - scalable - ensuring security to data is easy - business Intelligence operations such as data warehousing can be easily undertaken

List examples of unstructured records.

- emails - word processing documents - spreadsheets - presentations - graphics

Unstructured Data Cons

- poses a risk to the security and efficiency of an organization - difficult to locate specific information - difficult to control access rights and to manage (or establish) protocol across departments for the storage and maintenance of data - liability in the event of an audit or lawsuit

Structured data is stored in _______ and _______ within a relational database.

rows; tables

Data snapshots are useful for __________ data.

structured

Enterprise content management refers to the technologies, tools and methods used to create, capture, process, store and preserve _______ content.

unstructured

Unstructured data does not include which of the following: a) data is significantly ambiguous b) data is not valuable c) data has little or no structure d) data and data interactions are complex

b) data is not valuable

Information, whether structured or unstructured, must be: a) digitized b) archived c) destroyed d) managed e) approved

d) managed

_____ data is contained in defined fields within a database. a) encrypted b) identifiable c) classified d) structured e) unstructured

d) structured

___________ data is contained in defined fields within a database. a) encrypted b) identifiable c) classified d) structured e) unstructured

d) structured

API

Semi structured data can be found in e-commerce transactions, mathematical equations, vector graphics, object meta-data, and server application programming interfaces.

Structured data is managed using __________.

Structured Query Language (SQL)

T/F A disadvantage of unstructured record data is the search and retrieval can be time consuming.

TRUE

T/F Unstructured records include emails, word processing documents, spreadsheets, presentations and graphics - documents mostly created by individual users from desktop applications.

TRUE

By nature, ___________ data is often difficult to search because it is not easily or systematically organized into tables. a) structured b) line item c) related d) unstructured e) report

d) unstructured

Unstructured data has 4 components: it is ambiguous, has no structure, is highly valuable and __________.

data interactions are complex

The ___________ infrastructure is the guidance for management and retention of the content stored in an ECM system. a) change control b) email system c) information technology d) knowledge management e) records management

e) records management

___________ data is information stored within databases. a) word processing b) accounting c) human resource d) unstructured e) structured

e) structured

Information consisting of e-mail exchanges between two people and filed in one folder is: a) organized material b) subject to deterioration over time c) very difficult to control over time d) structured data e) unstructured data

e) unstructured data