The guide to efficient management of data illustrates the act of
knowing why a bit of data exist, who exactly it is valuable to, for
how long the data should be kept and when and how it
should be discarded of. This will entail doing information
audits periodically and having users of information specify what
data they will need and why they will need it. Departments then
need to come together and decide on how to manage policy and data
and not just decipher the cost of the disk space as not all data is
relevant to everyday business activity.
What Do You Need?
The first step in managing data effectively is to decide what
bits of information one will need at a fingertip. One can
start by writing down the most crucial activities of each day. For
example, for a business owner it would be employee arrival time,
staff rosters, daily cash opening balance, inventory levels and so
on. From this, they can plan what information they will need in
order to make informed decisions. Some businesses can also benefit
from having an Integrated Workplace Management
How relevant is this data?
In the 21st century, we are bombarded with numerous
bits of information, but our brains can only process a given
amount. It is therefore imperative that we decide on what
information we will always need at our fingertips.
Where is This Information?
Traditional methods of record keeping dictated that information
be kept in large filing cabinets. However, with the onset of the
global technological age - information is now being stored on more
portable and less bulky devices like computer hard drives.
This data needs to be stored at a place that it would
available when it is needed. Blackberry smart phones store contact
information of persons so they are available through various
mediums conveniently. Thumb drives, CD-ROMS and large hard drives
have proven to be valuable places for storing data for easy
retrieval and manipulation.
Who has Access to it?
The onset of the technological age has also brought with it
certain hazards. With the threat of hacking, software piracy and
other computer crimes, it has become important that access to
information be restricted to only persons who need the information
in order to perform daily functions. Passwords and such simple
methods have proven to be quite effective in keeping out unwanted
users from information systems or their property management
software. There are useful programs available that limit the
access persons have to certain bits of information.
A database software would come in handy here. Many persons will
however ask a few questions like "what is a database?" and "is
there any free database software?" A simple guide to efficient
management of data will dictate that data management is not
expensive using a database. Simple Microsoft Office programs like
Microsoft Access can be useful. Microsoft Excel allow users to
manipulate data and users can restrict access to the work book to
prevent unauthorized users. Adobe writer offers a unique way or
authenticating documents and prevent changes to be made on them. So
a simple way to prevent documents being tampered with in soft copy
is to get them in Adobe PDF format.