Data Management is More Than Managing Data

Did you know that data quality problems cost an estimated $3.1 trillion per year to the US economy?

Such a big loss is indeed a disaster, which clearly indicates that managing datasets is more than managing files or datasets.

This post will help you to understand why data management is more than managing data.


1. It’s not restricted to the IT department


The IT department is a big support when it comes to handling data within an organization. It follows a series of steps and protocols to ensure that the data are effectively management. Here are a few key steps that IT professionals have to follow:

Data Collection

IT department focuses on securing and managing backups. These experts help in setting up a stage to collect data from various sources, which can be from internal systems, external databases, or customer communication tools. In this, data scientists, operations team managers, and MIS experts can be deployed to define data capture methods, and ensure data quality.

Data Storage

This is basically related to determining the best fit IT infrastructure for managing files or folders. This can be done easily if you consider factors like data size, security requirements, and access needs. And, these factors should be in the context of databases, data warehouses, or cloud storage solutions.

Data Processing

After collection, the data has to undergo processing for making it analysis-ready. If you look into it for mining, it involves data cleaning, transformation, and analysis. However, IT experts in association with professional data entry operators can help with categorizing, importing, exporting, and taking backups of the clean data. This involves using tools and techniques to arrange data, enabling better decision-making.

Securiting Database

Setting up security is typically a core function of an IT department. It takes robust security measures to protect data from unauthorized access, vulnerability, or data loss. For this purpose, the IT professionals come up with encryption, defining access controls, firewalls, and taking regular backups. Moreover, they establish protocols for sensitive data and managing compliance with relevant data protection regulations.

Data Integration

This is a typical practice of collating datasets from different sources. Here, web or data scraping experts appear in key roles. The technical team integrates them seamlessly to provide a unified view. As per defined process, they use tools to combine data from multiple systems. This is how cross-functional analysis and reporting take place quickly and seamlessly.

With these data management practices and cross-departmental coordination, the operations department can drive to enhance efficiency, reduce costs, and improve customer satisfaction.


2. Data management is a must for all types of enterprises.


Managing files or documents is essential for all types of enterprises, regardless of their size or industry. By management, we mean organizing, storing, and analyzing data in a structured and secure manner.


Role of Data Management

The role of data management is unique and incredibly useful for all types of enterprises. Let’s see why.

Organizing Data

Any company requires properly managed data. It means that datasets should be properly streamlined, classified, and labeled. In case, any company, be it small or large, wants to retrieve and analyze relevant information, it will be like a walkover. This is how the business attains continuity.

Data Quality

This processes typically emphasizes maintaining data accuracy, consistency, and completeness. These are the fundamentals of quality management. No matter how big or small company you have, you should implement data validation and cleansing techniques to keep information useful, reliable, and trustworthy.

Keeping Sensitive Data Secure

The global corporate world deals in digital data. Every company must ensure that its databases are invulnerable. The IT team can help in drafting and establishing protocols for protecting sensitive data from unauthorized access. This is how companies comply with regulations like GDPR. This builds trust among customers, partners, and stakeholders.


3. Managing data is a continuous journey.


Managing documents is an ongoing process. So, you should be consistent with it to ensure that every detail is effectively organized, stored, and utilized.

There are certain key points that you need to follow regularly to reap its benefits. Let’s examine these points.

Data Quality

Assessing and maintaining data quality should be a routine. You should cleanse, validate, and update data to keep it accurate and reliable. If you do, it can benefit through improved decision-making and enhanced operational efficiency. For instance, a healthcare provider relying on outdated patient records may administer incorrect treatments. This can prove fatal for the health of the patient. Additionally, potential legal consequences can be there.

Data Security

Innovation is taking place every hour. So, you should be up-to-date when it comes to data security. Regularly review and strengthen data security measures if you want to protect sensitive information from breaches and unauthorized access. For this, IT professionals can help with encryption, defining access controls, and conducting security audits. Failure to prioritize data security can have severe consequences. For instance, a financial institution that neglects data security measures may experience a data breach, resulting in financial losses, reputational damage, and legal liabilities.

Data Backup and Recovery

This is again required on a regular basis. You should regularly back up data and test the recovery process. This will prevent data loss because of hardware failures, cyber incidents, or natural disasters. Besides, the business continuity will go on, and the downtime will be minimized. Without proper data backup practices, organizations may lose valuable information. If so happens, it can be a big loss.

Data Governance and Compliance

You should regulate the reviews of data governance policies. Also, ensure compliance with relevant regulations and standards. This includes data privacy regulations like GDPR or industry-specific guidelines. If done, the outcome will be rewarding, which can be related to mitigating legal and regulatory risks and maintaining stakeholder trust.


4. It’s more than data storage.


However, it’s already cleared above. Let’s specifically look into why data management is more than just storing datasets. 

Data management extends beyond data storage. It includes a series of activities that enhance the value and usability of data. Let’s discover some key points in this regard.

Combing Data From Different Sources

Data management practices involve combining datasets from different sources and systems. It is done to create a unified and understandable overview of the database. This combination can help an organization look beyond datasets and draw valuable insights to make informed decisions. For example, a marketing team collects customer data from various sources like CRM systems, website analytics, and social media platforms. With it, the marketers develop a 360-degree overview of their customers. This helps in executing targeted marketing campaigns, personalized messaging, and excellent customer experiences.

Data Quality Assurance

Data processing and management involve data accuracy, completeness, consistency, and validity. If these practices are carried out successfully, organizations can maintain high-quality data and avoid costly errors.

Governing and Monitoring Data

This is again important to get fit into the established frameworks for data governance. These can be related to policies, procedures, and guidelines for data usage, privacy, security, and compliance. So, managing files or documents also requires handling them ethically, and that should be in accordance with legal and regulatory requirements. For example, a healthcare organization ensures the privacy and confidentiality of patient records, which is to comply with regulations such as HIPAA.

Data Analytics and Insights

The ultimate goal of data management is to carry out effective data analysis and get into meaningful insights. Interestingly, Machine Learning and AI tools are evolved to uncover patterns, trends, and correlations. With that, drive to feasible decision and business strategies is possible. For example, a retail company that analyzes sales data can identify customer buying behaviours, preferences, and demand patterns. It can help with targeted product recommendations, inventory optimization, and pricing strategies.


5. Benefits of Data Management


Managing files or documents can bring many advantages to your company. Let’s check out a few prominent ones.

Improved Decision-Making

With proper data management, your businesses can have accurate and timely information. It means that you can make decisions quickly, accessing relevant details. This will make analyzing trends & identifying patterns an easy journey. Also, you can have data-driven choices.

Enhanced Operational Efficiency

If your data management is right, you can easily streamline data access and retrieval processes. It reduces the time and effort spent on searching for information. Also, your employees, whether in a big or small company, can focus on core tasks and increase productivity.

Enhanced Customer Insights

The main motive of managing data is to get concrete stuff for analysis. Every sized company may require it. Simply put, data management facilitates the analysis of customer data. With it, businesses gain valuable insights into customer behaviour, preferences, and needs. This helps in creating personalized marketing strategies, improving customer satisfaction, and driving customer loyalty.

Strategic Planning

Streamlined data provides organizations with historical and real-time data. On that basis, companies identify market trends, assess competition, and evaluate their own performance. This is a super hit formula of creating effective strategies and setting realistic goals.

Performance Measurement

Every company, be it small or big, tracks key performance indicators (KPIs) and measure their performance against established targets. This facilitates performance analysis, identifying areas for improvement, and making data-driven adjustments to achieve business objectives.



Data management is actually way beyond managing datasets. It includes a number of processes and compliance activities to make it effective for analysis and decision making. 


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Sanju July 30, 2023 0 Comments