Timeliness — Data must be current with respect to the needs of the business, and there should be systems in place for verified users to update or change data manually.
Good quality data is a crucial commodity that is not only desirable but necessary for managing projects, avoiding fraud, assessing performance, controlling finances and delivering services efficiently. While data quality is important, it can often be pushed aside in the rush to manage all of your other responsibilities. Give your business data the attention it needs, so you can benefit from better business decisions, better sales forecasts and better opportunities and deals.
Article by Melanie Chan in collaboration with our team of Unleashed Software inventory and business specialists. Melanie has been writing about inventory management for the past three years.
When not writing about inventory management, you can find her eating her way through Auckland. When you think of inventory, you might think of a warehouse, cardboard boxes or endless aisles of products stacked high into a ceiling. When you think Aged inventory generally refers to inventory stock that has been held for longer than six months usually due to low consumption or slow sales. Aged in When a company is going from strength to strength, it can sometimes be difficult not to get caught up in the successful wave of action, of accepting o Contact us Careers About us.
A good place to start is creating backup copies of your record inventory as a fallback. For file and flood damage, records, backup tapes, and backup servers can be kept at an offsite storage facility with climate-control and fire-suppressant systems. Maintaining a regular process audit and update system will ensure that you can make changes to improve the efficiency of your records management.
At Record Nations, we can help with offsite record storage, cloud storage and DMS, backup tapes, vaulting and other services.
Call us at or fill out the form on the right to get started. Be sure to check if your selected cloud service makes regular back-ups, if it falls under European jurisdiction and if it is a trustworthy partner. If not, this particular cloud service could be a bad idea.
The university network drives are suitable if you collaborate with others within the university and are also not device specific. The back-ups here are made automatically and very regular. Yoda Your Data is a data management solution developed by Utrecht University for reliable storage and preservation of large amounts of research data during all stages of a research project. Advanced access control, data policy management and replication of the data to other geographic locations, are possible with Yoda which make this a suitable solution for sensitive data.
Manage versions and copies of your data carefully In your day-to-day research make sure you manage the different versions and copies of your data carefully in the following ways: Protect raw data Your raw data, as you have collected it or have received it, is the basis of all analyses that you plan.
With the raw data and the recorded steps of your analyses, you can retrace all of your results. So, it is important that raw data is not accidentally overwritten or changed. Make a working copy of your raw data to do your actual analyses on. To check if the raw data is still the same, consider checking whether the data that you currently store is the same as the orginal. Keep temporary and master copies apart Your working files are frequently changing. Imagine you have several copies at different locations.
How do you keep track of what copy contains the updates you most recently made? If you choose the wrong file, it takes time to merge both documents afterwards. To avoid confusion, you select ONE place where the master copies of your work are located. All other copies are temporary and should be placed back or synchronised with the master copy location, at regular intervals, fixed times, or after each edit.
Back-up your master copy in physically distinct locations If there is a calamity or accident at your master copy location, all your work could be lost. It is important to have back-ups of your master data files, including one at a separate location.
Back-ups are logically made from the master copy location, which should hold the most recent and correct version. Do not overwrite old back-ups; make a new one and delete the old, if necessary. There are several back-up schemes to choose from.
What you choose depends on how much time a back-up takes, how much space you have, whether it is costly, and what your risk is to lose important information between back-ups. You either always do a full back-up of all files, or partial back-ups.
Consider backing-up important or dynamic data more often. In case of large file sizes, you could decide to back-up only the most essential elements. Some master copy locations provide automatic back-up.
In that case, at least inform yourself on the scheme used. Also, make sure that the back-up location is as secure as your master copy location. Moreover, check if the time and effort needed to restore a back-up copy is acceptable for you and strategically retain back-ups for prolonged time.
Set up a strategy for version control Versioning ensures tracking the development of a data file and identifying earlier versions, when needed. The simplest way to identify a particular version is to add an extension to the file name such as 'v1. As long as the original 'raw' and definitive copy are retained and processing is well documented, the intermediate working files can be discarded.
Keep only the major versions for longer term retention. In a version control table or file history or log file you can document what is new or different in each major version that you keep.
Think about the: Folder structure Before you start your project, think of a logical folder structure. Anticipate the kind of files you will produce and envision folders for those files.
Not too flat, not too deep. About three steps down is workable. A record of an opinion is not necessarily inaccurate personal data just because the individual disagrees with it, or it is later proved to be wrong.
Opinions are, by their very nature, subjective and not intended to record matters of fact. However, in order to be accurate, your records must make clear that it is an opinion, and, where appropriate, whose opinion it is. If it becomes clear that an opinion was based on inaccurate data, you should also record this fact in order to ensure your records are not misleading. An area of particular sensitivity is medical opinion, where doctors routinely record their opinions about possible diagnoses.
It is often impossible to conclude with certainty, perhaps until time has passed or tests have been done, whether a patient is suffering from a particular condition. An initial diagnosis which is an informed opinion may prove to be incorrect after more extensive examination or further tests. If an individual challenges the accuracy of an opinion, it is good practice to add a note recording the challenge and the reasons behind it.
How much weight is actually placed on an opinion is likely to depend on the experience and reliability of the person whose opinion it is, and what they base their opinion on. An opinion formed during a brief meeting will probably be given less weight than one derived from considerable dealings with the individual. However, this is not really an issue of accuracy. Note that some records that may appear to be opinions do not contain an opinion at all.
For example, many financial institutions use credit scores to help them decide whether to provide credit. A credit score is a number that summarises the historical credit information on a credit report and provides a numerical predictor of the risk involved in granting an individual credit.
However, you must ensure the accuracy and adequacy of the underlying data. This depends on what you use the information for. If you use the information for a purpose that relies on it remaining current, you should keep it up to date. For example, you should update your employee payroll records when there is a pay rise. An individual places a one-off order with an organisation. The organisation will probably have good reason to retain a record of the order for a certain period for accounting reasons and because of possible complaints.
However, this does not mean that it has to regularly check that the customer is still living at the same address. You do not need to update personal data if this would defeat the purpose of the processing.
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