Four steps to improving data management processes

Using the available data about all the processes in the company, its founders and employees manage to steer the business in the right direction and keep up with competitors. Of course, there is no limit to perfection — simply using data is sometimes not enough. To get the maximum benefit for your company, you also need to be able to systematize all information and adequately manage it.

It should not be forgotten that data is constantly at risk. Most cyberattacks on companies are connected precisely with the desire of attackers to obtain the entire database of important information. That is why optimized and modern data management is essential. So, you can:

• weed out old and unnecessary information;
• use current data with benefits;
• protect the database from cyberattacks;
• think through effective brand promotion, etc.

How to improve data management? We have collected 4 rules that will allow you to modernize most processes and enhance the result of using information.

Step #1. Make data access easy for your employees

Many companies that still need to organize a proper data management process face the problem of information inaccessibility. To use data to improve the company’s work and attract new customers, all employees must have quick and easy access to the database.

Data breaches often occur when there is an excessive hierarchy in the company. Some workers do not have quick access to data, even if they need it to perform daily tasks.

The use of different software can also be an obstacle. In this case, correct, timely, and fast exchange of information may not be available between other departments.

Therefore, before working directly with the data, you need to understand what information will be available to each department of the company, which employees will have access to this or that database, and how the exchange will take place. Its final success will depend on collaborative work.

Step #2. Check data quality and content

Data should be audited regularly. Yes, it can take a lot of time and effort. However, analysis and verification of information are of great importance for its practical use.

The audit should be carried out carefully and about all sources of obtaining information: from emails to financial statements. You can simplify the process by dividing the check into separate sources of information. For example, first, analyze customer databases, then all information from private networks and data centers.

Pay attention also to the quality of information. It must be relevant, reliable, accurate, and complete. The data may only be helpful if something meets these four criteria.

An audit of the quality of data content must be conducted periodically, at least once a year, or during significant company changes that require reorganizing existing information.

Step #3. Data inventory

What to do with the data that turned out to be unnecessary after the check? The answer is simple: such information should be deleted. Store only a little and keep the space neat. This is equally harmful to businesses and the systems where data is stored.

Dispose of everything you don’t need. Even if it is large amounts of data. They may have already played a role and helped you in the past, but they need to be more relevant, complete, and unique.

It is better to have a smaller amount of data with more accurate and understandable content. This will make it easier for the company’s employees to perform their tasks, conduct further audits of the quality of information, etc.

Tweet

Accept that contact information, such as a customer’s phone number or email address, which is no longer relevant, will lie around unnecessarily and may even harm the establishment of contact between the business and the customer. After all, there is a risk that an employee will send an important letter to an invalid email address or phone number.

Some personal data that have already been processed and analyzed are subject to disposal. This is primarily for the safety of you and your customers. After all, the information you no longer possess cannot fall into the hands of criminals.

Step #4. Think about a strategy for working with data

After you have studied all the available information and disposed of unnecessary files, you can proceed directly to developing a data management strategy. Analyze what modern methods and programs are used for this. Try to automate the process as much as possible to delegate the hard work and eliminate the so-called human factor.

The implementation of data management processes is based on the following principles:

• automation of audit and documentation, monitoring, etc.;
• search for a specialist for data management — technologies, even the most modern, cannot completely take over all processes, and the company needs a person who understands how to work with a database;
• development of ways of providing information, transferring it between employees, protecting data within the company in case of such need, etc.

Databases can be considered an asset of any company. After all, if used correctly, they can improve business, make the right and profitable decisions, develop an effective marketing strategy, etc. However, this requires proper storage and invented data processing and use process management.

The sooner you automate all these steps, the better it will be for your company. So you can avoid unnecessary risks in the form of a cyberattack and the use of information that has lost its relevance, leading to reputational and financial losses.

Tweet

By following the four steps listed above to improve data management processes, you will be able to transform the entire operation of the company and store and process information using modern methods and technologies.