5 Proven Ways to Enhance Your Data Management

Data management is a must for organisations of all sizes. Learn how to organise and store data more efficiently with these five strategies!

From small businesses to global enterprises - effective data management is crucial. Improving your data management offers many benefits, including increased productivity as well as reducing the risk of data loss and mismanagement. In this article, we’ll discuss five key strategies that can help you improve data management in your business.

1. Data Auditing and Assessing Databases

Data auditing plays an important role in effective data management. You should regularly assess your databases and evaluate the accuracy, integrity, security, and accessibility of the data. Assessing on a regular basis can help you to identify obsolete or outdated records which can be removed from your database, and detect breaches of security or access rights.

2. Set up Dedicated Storage Units for Data

To ensure that data is easily retrievable and accessible, it’s important to set up dedicated storage units for each type of data. Allocating separate files or databases for different kinds of information will make organising and finding specific pieces of data easier. In addition to allocating dedicated storage, you should also create backup copies of existing data as an extra measure of security.

3. Invest in Data Backup Protocols

Data backups are essential for protecting your organisation’s digital assets in the event of a hardware or software malfunction, unexpected power cuts, or malicious activity. To ensure that data is stored securely and is retrievable when needed, you should invest in an automated backup system to store regular copies of data offsite. Be sure to configure the system to take regular snapshots of your data according to a schedule designed to meet your business’s specific requirements.

4. Implement a File Naming Structure

Proper file naming plays an integral role in data management. To keep your files organised, it’s important to establish a consistent and logical structure for all of the files on your system. For example, one popular approach is to use a ‘prefix-filename-suffix’ schema that incorporates relevant tags such as dates or versions. This allows users to quickly access files related to specific projects or topics. Additionally, adding version numbers helps ensure that team members are working with the correct documents and reduces the risk of overwriting one another’s work.

5. Establish Security Measures to Protect Your Data

To further enhance data management and keep information secure, organisations should establish guidelines for using and accessing data. This could include implementing authentication systems such as password protection or multi-factor authentication. Regular updates to passwords, credentials, and authentication methods are also essential in protecting the system from hackers or other unwanted intrusions. Furthermore, malware protection such as cloud-based firewalls and up-to-date security protocols can help protect against potential cyber-attacks.

Need help managing your company’s data, have questions, or want to chat to an expert? Contact Swerve on it.help@swerve.nz or book a call today.