What is data management? How does it help you? In this article we are going to go through all the basic definitions and talk about how data management is beneficial to any company. By the end of this article you will understand how data management is important and useful to any company.
Data management involves collecting, managing, organizing, securing, analyzing, and then making it accessible to the business. Data management generally includes the following areas: master data management, reference and master data management, document management and archiving. Generally data managers follow a proactive approach where they analyze data that arrives in their system, determine its importance and then collect, organize and secure it accordingly. On the other hand, some data managers apply a reactive approach where they gather information in the system and then make it accessible only when needed.
At times an organization may not have the resources to keep its data management plan up to date. At such times it would be helpful if the people in the organization, who are responsible for collecting data, had good communication links with other departmental personnel. This is one way of making sure that the collected data are reliable and of high quality. However, sometimes collecting data from internal sources is impossible and in such cases the best solution would be to get external help.
One of the main tasks of data management includes ensuring the security of the collected data. This is achieved by creating rules for categorizing the data as to ensure its safety. Data security is especially important when the data are sensitive. For example the usage of mobile phones to send spam messages should be carefully watched since such actions can lead to serious legal issues.
Another important task of a data management team is to make sure that all the devices are properly protected. They can do so by creating policies for each department to follow and establish checks and balances in the use of IT equipment. Each department in the organization should also have a data management team which would prepare audit reports after audits are carried out. Such reports would be useful for the organization and would also serve as a feedback mechanism for the data management team.
The data management team needs to be made aware of changes that may take place in the field rapidly. These changes can be either due to technical or organizational reasons. In such situations it would be of great help if the data manager consults other experts in the field. For example the chief medical officer might consult other medical professionals before taking decisions about data collection systems. Consultation is however always better than acting on the basis of the recommendations made by a single data manager.
Another important duty of a data management team is ensuring compliance with data security standards. This can be achieved by the organization in various ways. The first and most effective method is by following the practices set by the World Wide Web Group for Information Security (WGIS) and the NCCI. Other measures may include making sure that the web group is informed whenever changes in the rules occur, keeping track of any new drafts and modifying them accordingly and checking to see if they comply with the organization’s data security policy.
Organizations also need to plan on additional resources for handling the day-to-day management of data. It is important to have a data management model that allows for manual control over certain activities. The manual approach is however not advisable because employees may not understand the purpose of a particular activity and may also misuse the software. It is therefore necessary to use additional resources for data management that are supervised and managed by individuals who have had extensive training in information security and in data governance. Such individuals would include managers, supervisors and other employees who have been involved in the planning and design of an enterprise information management model.