Episode 32: Data storage tools

Data storage is not always the most exciting topic in technology procurement, but it is one of the most important. This guide explores the different types of data storage tools, why they matter, and what procurement teams should understand before choosing them.

The focus here is on logical data structures rather than the physical hardware. It looks at how data is stored, how it is accessed, and what organisations should consider when choosing the right storage solution.

This builds on our explanation of what data is and how it’s used across organisations.

The importance of understanding data storage needs

Every organisation already uses data storage tools, whether they realise it or not. Common platforms like SharePoint are examples of tools that help structure and organise documents and information.

From a procurement perspective, three core questions should always be asked:

• How much data needs to be stored?

• How long does it need to be kept?

• How quickly does it need to be accessed?

Clear answers to these questions help shape cost, technology choice, and vendor selection. Although data storage has become cheaper over the last two decades, buying the wrong solution can still cause long-term problems.

Structured storage: relational databases

Many people instinctively think of Excel as a database, but in reality it is only an application that presents data in a structured way. True databases are far more rigid and designed to store large volumes of information with defined relationships between data points.

The most widely used relational databases include:

• Oracle – A large, enterprise-grade database platform. Robust but expensive, and often difficult to negotiate with.

• Microsoft SQL Server – More cost effective and easier to implement, well suited to small and mid-sized organisations.

• MySQL – A lighter-touch Oracle database engine designed for smaller applications.

These systems all store data in structured tables. They require specialist skills to implement, maintain, and optimise, which makes it essential that procurement teams understand the commercial model, the long-term costs, and the organisation’s technical capability.

Unstructured databases

Some systems store large volumes of unstructured information such as documents, text, or web content. A leading tool in this space is MongoDB, which is built to store unstructured data in a flexible way while still allowing fast queries.

Although unstructured databases operate differently to relational ones, the procurement considerations remain the same: understand the technical requirements, the skills needed internally, and the long-term cost implications before committing.

Data warehouses for long-term storage and analytics

When organisations replace old applications, they often need to keep historical data even if the original system is no longer used. A data warehouse provides a central place to store data from multiple applications so that it can be queried without accessing each system.

Data warehouses can be large and complex, and are not always the right choice for everyday use. They are most useful for organisations that frequently change systems or need a single, central source of truth.

Common tools include:

• Snowflake – A major cloud-based data warehouse provider with strong features and high market visibility.

• Amazon Redshift – A cloud-based warehouse from AWS.

• Google BigQuery – Google’s equivalent cloud warehouse offering.

Storing data in the cloud introduces additional considerations around security, privacy, and data residency, all of which procurement teams must be confident about.

Cloud storage for everyday needs

The simplest form of data storage in modern IT is cloud storage. It works like a hard disk in the cloud, allowing organisations to store large amounts of data without maintaining physical equipment.

Key vendors include:

• Amazon S3 – A core AWS storage service used across many cloud applications.

• Microsoft Azure Blob Storage – A cost-effective and flexible option within Azure.

• Google Cloud Storage – Several storage classes designed for different access needs.

The cost varies significantly depending on how quickly the data needs to be retrieved. For information that is accessed rarely, long-term archive storage can be extremely cheap. For data that needs to be retrieved instantly, costs increase sharply.

What procurement teams should consider

Across all data storage tools, several common principles apply:

• Understand how much data will be stored and for how long.

• Understand how often the data needs to be accessed.

• Check that the chosen technology aligns with technical capability in-house.

• Review contractual terms carefully, especially with vendors known for difficult negotiations.

• Make sure long-term costs are understood before committing.

With clear requirements, procurement teams can secure better pricing, avoid unsuitable technologies, and ensure the organisation receives a storage solution that genuinely works.

For organisations looking to choose the right data storage tools or negotiate better commercial terms, get in touch.

Continue exploring the Data series

• Data collection tools

• Data processing tools

• Data analysis tools

• Data visualisation tools

• Data governance tools

• Data integration tools

• Close and recap of the data series