Most IT professionals are great at pitching the benefits of data management systems. They rave about their capacity, efficiency, and performance. Naturally, they can convince many companies to get on-board. With that in mind, less than half of the businesses in the world actually implement a reliable data management strategy.
It’s difficult for businesses to calculate things like ROI, so they take data management for granted, setting up systems that meet the bare minimum requirements. With careful planning though, these systems are not that difficult to set up and have tremendous benefits. Here is a step-by-step look at setting up a data management system.
Step 1: Visualise
Setting up a data management system in today’s tech savvy world will give you access to a seemingly unlimited amount of storage capacity. While that sounds great, I can’t tell you how many businesses I’ve seen start treating their data storage systems like a landfill. They dump everything into the system. It’s just too easy to be tempted into keeping everything, “just in case.”
Without rules or policies in place, randomly shoving data into the system will clog it up. So the first step is to visualize exactly what you want the system to accomplish with your data management system. Make sure you write it down.
Step 2: Audit the System
Some companies go as far as to draw up a map of their entire data management system so that they can have a 360-degree view of it. This improves upon mere visualization, providing greater insight into improvements and showing you clear ways to increase its capacity.
Identify each of the following:
Total data you have right now.
Estimated data you will need to store in the future.
Who needs access to this data?
How often will data be pulled from and stored into the system?
Answering these questions allows you to make clear-cut and informed decisions.
Step 3: Educate Everyone Involved
Our next step is to educate yourself on the data management system that you plan on incorporating. Once you have learned it yourself, then it’s your job to make sure that the entire team understands it. You must dedicate some time to educate everyone involved.
Part of this step should also be to develop a standard operating procedure that details how you want people to store and retrieve data, as well as what types of data are allowed into the system.
Both of the above acts will motivate your entire team to use the data management system correctly. They will be far more supportive as we move forward.
Step 4: Ownership and Classification
Who does the data belong to? That question must be answered now because every department will want access to it. However, you will only want departments that find value in the data to have access. Lay out exactly how each department will use the data. In fact, you should separate the data management system in a way so that departments only have access to the data they need. They should not have access to all data.
Step 5: Execution
Once you have completed all four of the previous steps, it’s time to execute your new system. Start here by creating policies that are handed to all employees. These policies must be crystal clear and communicated. Each department will need to know exactly how to use the system.
If you have done everything correctly, you’ll have created a highly efficient data management system. There is a wide host of tremendous benefits to creating a sound data management system. The main problem is a lack of knowledge in actually setting up, which should no longer be an issue for you.
Author BIO: I am David Andersan and I am one of the leading professionals, who have the experience and knowledge of all outsource data entry services. Right from providing XML Conversion services, DEO’s conversion services to data mining, data cleansing, image processing, eBook conversion, electronic document conversion, and even SGML conversion, almost every data related services are offered by him. Besides this, he is a technology freak and loves to explore latest technologies and gadgets, whenever possible.