The one data room solution for managing data with multi-tier data storage

Nowadays virtual data room is designed as multi-tier data storage to work effectively with structured information and is widely used by companies to manage business transactions. Here is more about it.

Virtual data room – a secure data repository

Modern computer technology allows us to solve problems in various fields of human activity. In almost all cases there is a need to store, accumulate, process certain amounts of information. One way to solve these problems is to process data using databases and information systems like virtual data rooms. For effective business management, a multi-tier data room system should provide real-time data collection, create a single information space with reliable, complete, and operational information, protect data from unauthorized access, storage, processing, analysis of accumulated data.

Following, the use of an electronic data room allows companies to organize the transfer of business data on the progress of execution of documents in electronic form, which qualitatively changes the organization of control over the execution of documents. Cards of centrally registered documents with management resolutions are sent electronically to employees of the relevant departments. They supplement them with resolutions on the execution of documents issued by the heads of structural divisions. As data on the progress becomes available, they are entered into the system. At the same time, the system automatically monitors the date of the preliminary notification of the approaching deadline and the onset of this deadline itself. The process of approval of draft documents is also significantly modified, within which employees participating in the approval process get the opportunity to exchange electronic versions of approved projects. This technology reduces the time spent on the transfer of projects in paper form.

The multi-tier structure of the data room storage

The data room system necessarily includes the current electronic archive, which solves the problems of online access to information and the possibility of simultaneous use of the document by several data room participants. This form of storage organization significantly reduces the likelihood of information loss and increases the efficiency of work by reducing the search time for the desired document. Storing the texts of documents in electronic form makes it possible to implement a full-text search, which opens up fundamentally new opportunities for conducting information and reference work.

The data room solution is considered as a set of files. Each file has a structure. The physical organization of the data room consists of 3 tiers:

  • the organization of information arrays,
  • the organization of search engines (indexes),
  • the organization of information exchange in the system.

Indexes are needed to speed up data sampling. When searching for fields with some values, the server must go through all the records in the table. In this case, the search time linearly depends on the size of the table.

The multi-tier data room operates as part of the structure of the data center and is based on client-server architecture, decision-making applications, and database management systems. The server part contains an aggregate data repository, a metadata repository, and a data store. The aggregate data repository contains aggregate thematic information for use in analysis and decision-making systems. The metadata repository contains information about the sources, time of receipt, and frequency of data updates, their structure, methods of aggregation (determination of total indicators), and other characteristics of aggregated data. The data store describes a specific type of activity of a corporation, its branch, or individual division.

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