Different companies use the same data differently
Even if the same items are collected at the same frequency and quality, the utilization of data varies greatly depending on each customer. After operating for a few years, I found one variable that makes a difference. It is how the data is received.
Depending on whether the data arrives in the employee's download folder, company system, or a screen visible to the entire team, the fate of the same data varies. This article is a guide that summarizes the four delivery formats of crawling data and how each is used within an organization.
Four Delivery Formats
The collected data is provided in raw data format by default, and there are four main ways to receive it.
| Integration Method | Description | Suitable Cases |
|---|---|---|
| Excel Download | Download the collected data as a file | One-time analysis, small-scale data |
| Email Delivery | Automatically sent according to a set frequency | Regular reports, team sharing |
| API Integration | Connect to own system via REST API | Internal system with own dashboard |
| DB Integration | Directly load into customer's DB | Large-scale, internal analysis system |
There is one more format. It is a method where the collected and analyzed data is presented on dashboard screens. Multiple departments can view trends on the same screen without the need for development resources.
Excel Trap: Data only exists for the "week received"
Saying that Excel is a bad format does not mean it is bad. Excel is the fastest for one-time analysis or small-scale verification. The problem arises when regular data is continuously received only in Excel format.
- Data only exists for the week the file is opened. If it is not opened during a busy week, no one will know the changes for that week.
- Data is trapped in the employee's personal folder. If the employee leaves or changes, the history disappears as well.
- To compare last month with this month, multiple files need to be manually combined. This creates a new barrier to trend analysis each time.
The value of data accumulated on a weekly basis lies not in individual files but in history. As individual files are delivered by cutting this history, the cost of reassembling falls on the recipient.
Evolution of Formats: From personal files to organizational screens
Delivery formats generally evolve in this order.
Stage 1 — Excel: Analysis material for one person
Downloaded by the employee for analysis. Sufficient as a starting point, but the scope of use expands and contracts with the employee's time.
Stage 2 — Regular Email Delivery: Shared material for the team
Arrives in the team mailbox at a set frequency. Multiple people receive the same data, but the need to "open and view" still exists.
Stage 3 — API·DB Integration: Company's system assets
Data is automatically stored in the internal system. Even if the employee changes, the history remains, and it can be combined with other data for analysis. This method is suitable for organizations with in-house development resources.
Stage 4 — Dashboard: Shared screen for the organization
The screen, from data collection to analysis and visualization, is completed and viewed by multiple departments. As trends and comparisons are provided as a standard, the question "Do we have the data?" in meetings changes to "Why did this metric move like this?" Organizations without development resources can skip Stage 3 and reach this stage.
Having a higher stage is not always better. The key is to align the data's usage and format. A dashboard is excessive for data analyzed once a month by one person. Conversely, if three departments are sending weekly metrics as Excel attachments, the format is hindering utilization.
Criteria for Choosing the Right Format
By considering just three points, the answer generally becomes clear.
- Who will view it? If it's one person, Excel or email; if it's multiple departments, API·DB integration or a dashboard.
- How often will it be viewed? If quarterly, a file is sufficient; if weekly or more, an automated delivery format is needed.
- Is history important? If trends and comparisons are crucial, a structure that accumulates data (DB·dashboard) is necessary, not files.
Starting with Excel and upgrading the format as utilization increases is a natural path. Since the data collection system remains the same and only the delivery format changes, the transition cost is not as high as one might think.
Summary
The utility of data is influenced as much by the quality of collection as by the delivery format. The same data becomes a reference material when trapped in personal folders but turns into decision-making metrics when displayed on organizational screens.
Hashscraper designs the format in which collected data is actually used within an organization, from Excel·email·API·DB integration to dashboard configuration. We take care of crawler operation and maintenance, so customers can focus on viewing the data.
Recommended Reads
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