Just what is it that people are thinking about when they use the term ‘Data Management’?

Data is best defined as ‘A large repository of independent facts which at different times and under varying circumstances (a subset) are given meaning and context when they are retrieved according to specific criteria known as metadata.’ The result of this retrieval of like data relating to specific criteria is known as ‘information’.

One of the many definitions of Data Management is ‘the function which provides access to data, performs or monitors the storage of data, and controls data input/output operations [McDaniel 94].  This definition captures the importance of managing data throughout its lifecycle as well as ensuring its readability over time.

Most organisations assign the responsibility for data management to their Information Technology (IT) Department as this is the group that manages and administers the storage of all their electronic data.  IT staff usually do a good job of managing structured data from finance and other specific business systems, but it is the unstructured data like text based documents and emails that tend to create difficulties for most organisations.

For organisations which don’t have well developed Records Management Guidelines and/or proven systems like Electronic Document and Records Management Systems (EDRMS) in place, it is not unusual for this unstructured data to be stored on network drives in an uncontrolled manner.  In these circumstances it is common to see directory trees with folder names like: Peter’s stuff, Jane’s docs, Outward docs, Drafts, General, Miscellaneous, Word docs, Spreadsheets, Presentations etc.

Unfortunately, at the time when Peter and/or Jane no longer work for the organisation, the IT department simply archive these directories and their contents.  Depending on the policy and procedures of the day, it is also possible that these directories might be deleted altogether and it is often the same story with email accounts.

Having gone down this path there usually comes a time when organisation’s realise the high level of risk they are exposed to because they can’t find some vital information related to regulatory, governance or operational requirements.

Finding the right solution to manage unstructured data like that described above is a specialty of Records Solutions and our team of experienced consultants.  We can provide direction and assistance in many areas including strategy, policy and procedure development or system selection, implementation and training.

Click on this link to download a free copy of our Guideline on Implementing an Electronic Document & Records Management System (eDRMS).

For further information – contact us for a obligation free enquiry

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