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Handling raw data can be a challenge – especially when you’re working with millions of records from various sources, each with its own unique structure. For many businesses, data is a goldmine, but without the right tools to manage it, that wealth can go untapped. At VAULT, we encountered this firsthand when our engineering team tackled a monumental task: Organizing and optimizing over 28 million records for one of our clients.
Nationwide Transfer LLC had accumulated data from different sources over the years, including lists of potential leads related to their business. This data came in various formats—CSV, XLS, and even PDFs—and spanned more than 4,000 files. The sheer volume (20GB of files) and diversity of formats made it clear – this wasn’t just a simple migration.VAULT stepped in to build a solution, and what we created was more than just a basic import tool. It became a fully customized data mapping system designed to streamline the way messy, raw data is processed, cleaned, and integrated into the client’s operational workflows.
To handle this volume of data, the team developed a custom tool called the data mapper. This system was built to:
1. Normalize and Clean the Data: The data came from a variety of sources with inconsistent formatting and headers. The data mapper reads through the files, recognizes key fields (even when labeled differently), and organizes them into a uniform structure.
2. Process Large Files Efficiently: Importing millions of records posed a performance challenge, especially with large XLS/XLSX files that would overwhelm the system’s memory. Our team solved this by converting files to a more manageable format (CSV) and optimizing the process to run multiple tasks in parallel, significantly speeding up the import.
3. Adapt to New Data Sources: The custom mapping system is highly configurable. It can recognize and handle new file structures and data formats easily, meaning it’s adaptable for future needs.
I have had the pleasure of working with Vault Innovation Group on two projects, and I couldn't be more impressed. Their customer service is nothing short of amazing, always responsive, and incredibly helpful. If you're looking for a reliable and skilled team for your software writing needs, look no further. Highly recommend!
For Nationwide Transfer LLC, our tool didn’t just import and process 28 million records—it completely transformed their data management process. What was once a disorganized collection of unstructured data became a clean, reliable source of leads for their sales teams.
By automating data scrubbing and validation, we drastically reduced the time spent managing data manually, allowing the team to focus on actionable insights that drive sales. But the impact didn’t stop there. Nationwide Transfer LLC had been relying on a chaotic Dropbox full of mismatched datasets. We standardized all of it, created a consistent format, and moved the data into a web-based database. We also provided tools for easy data cleanup and future imports, ensuring that the process stays efficient going forward.
Now, with centralized and standardized data, Nationwide Transfer can easily put together targeted campaigns for their call center. They can pull location-based data from their data warehouse and seamlessly feed it into their autodialer system, enabling them to launch targeted campaigns quickly and efficiently. What once seemed like an insurmountable data challenge has turned into a competitive advantage.
The Future: A Tool That Scales for B2B
While this tool was designed with our business-to-business client’s needs in mind, it has the potential for broader use. As our developer explains, “The system we built has re-use for applications with messy raw data they want to process. With the ability to quickly adapt to new data sources, this system offers scalable potential to solve data challenges for businesses across industries."
If you’re ready to make sense of your data and streamline your processes, VAULT’s data mapping solution might be the key to unlocking your next level of growth. Contact us today to learn how we can help.
