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Data Organization and Distribution (Systems and Output)

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Data Organization and Distribution (Systems and Output)

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Jasjit Singh
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© © All Rights Reserved
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Download as PDF, TXT or read online on Scribd
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Data organization and distribution (systems and output)

What Does Data Organization Mean?


Data organization, in broad terms, refers to the method of classifying and organizing data sets to
make them more useful. Some IT experts apply this primarily to physical records, although some
types of data organization can also be applied to digital records.

Techopedia Explains Data Organization


There are many ways that IT professionals work on the principle of data organization. Many of these
are classified under the more general heading of "data management." For example, re-ordering or
analyzing the arrangement of data items in a physical record is part of data organization.

One other main component of enterprise data organization is the analysis of relatively structured
and unstructured data. Structured data is comprised of data in tables that can be easily integrated
into a database and, from there, fed into analytics software or other particular applications.
Unstructured data is data that is raw and unformatted, the kind of data that you find in a simple text
document, where names, dates and other pieces of information are scattered throughout random
paragraphs. Experts have developed tech tools and resources to handle relatively unstructured
data and integrate it into a holistic data environment.

Businesses adopt data organization strategies in order to make better use of the data assets that
they have in a world where data sets represent some of the most valuable assets held by
enterprises across many different industries. Executives and other professionals may focus on data
organization as a component of a comprehensive strategy to streamline business processes, get
better business intelligence and generally improve a business model.

https://www.techopedia.com/definition/30624/data-organization

What Is Data Management?


So what is data management? Data management involves collecting, storing, organizing,
protecting, verifying, and processing essential data and making it available to your organization.

Data management includes the following topics:


– data security
– data destruction
– data reference and master data management
– data warehousing and business intelligence management
– document and record storage
– records management
– data governance
– data architecture
– database management
– data quality management
– contact data management systems

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Why Is Data Management Important?
Your Organization’s Data Is a Valuable Resource

Data management is important because the data your organization creates is a very valuable
resource. The last thing you want to do is spend time and resources collecting data and business
intelligence, only to lose or misplace that information. In that case, you would then have to spend
time and resources again to get that same business intelligence you already had.

The Amount of Data Makes It Difficult to Manage

The effective management of data within any organization has grown in importance in recent years
as organizations are subject to an increasing number of compliance regulations, large increases in
information storage capacity, and the sheer amount of data and documents being generated by
organizations. This rate of growth is not expected to slow down – International Data Corporation
(IDC) predicts the amount of information generated will increase 10-fold by 2025. These large sums
of data from ERP systems, CRM systems, and general business documents is often referred to
as big data.

Losing Your Data Could Be a Disaster for Your Company

93% of companies that lost their data center for 10 days or more due to a disaster filed for
bankruptcy within one year of the disaster. 50% of businesses that found themselves without data
management for this same time period filed for bankruptcy immediately. (National Archives &
Records Administration in Washington). Having a strong data management plan is very important
for the success of your company. Below are a few other benefits of a strong data management plan.

The Benefits of Good Data Management


Data Management Will Increase Your Productivity

Good data management will make your organization more productive. On the flip side, poor data
management will lead to your organization being very inefficient. Good data management:

• Makes it easier for your employees to find and understand the information that they need to
do their job.

• Allows your staff to easily validate results or conclusions they may have.

• Provides the structure for information to be easily shared with others

• Allows information to be stored for future reference and easy retrieval.

Data Management Will Make Your Business More Cost-Efficient

Another benefit of proper data management is that it can make your organization more cost-
efficient. This is because it will allow your organization to avoid unnecessary duplication. By storing
and making all data easily referable it ensures you never have employees conducting the same
research, analysis, or work that has already been completed by another employee.

Data Management Will Give Your Business Operational Nimbleness

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The speed at which a company can make decisions and change direction is a key factor in
determining how successful a company can be. If a company takes too long to react to the market
or its competitors it can spell disaster for the company.

With a good data management system, your employees will be able to access information and be
notified of market or competitor changes faster. As a result, your company will be able to make
decisions and take action significantly faster than companies who have poor data management
and data sharing systems.

Data Management Will Help Reduce Security Risks

There are multiple risks if your data is not managed properly and your information falls into the
hands of the wrong people. For example, electronics giant Sony was prey to computer attacks
which led to the theft of over 77 million PlayStation users’ bank details. A strong data management
system will greatly reduce the risk of this ever happening to your organization.

Data Management Will Reduce Data Loss

With a data management system and plan in place that all your employees know and follow, you
can greatly reduce the risk of losing vital information. With a data management plan measures will
be in place to ensure that important information is backed up and retrievable from a secondary
source if the primary source is ever inaccessible.

Data Management Will Help You Make More Accurate Decisions

Many organizations use different sources of information for planning, trends analysis, and
managing performance. Within an organization, different employees may even use different
sources of information to perform the same task if there is no data management process and they
are unaware of the correct information source to use.

The value of information is only as good as the information source. This means that decision
makers across the organization are often analyzing different numbers in order to make decisions
that will affect the company, and result in poor or inaccurate conclusions without a data
management system in place. Data entry errors, conclusion errors, and processing inefficiencies
are all risks for companies that don’t have a strong data management plan and system.

The High Risk of Having an Inadequate Data Management Plan

The corrective costs of inadequate data management can be significant and can run into millions of
dollars from a single occurrence. The primary reasons for bad data and data loss are that there is no
data management system or plan in place, or the plan or system is of poor quality. The unfortunate
part is that often the organization is unaware of this until after an issue arises. Instead of being
proactive, most organizations are reactive, which in the long run costs them significantly more.

https://www.blue-pencil.ca/what-is-data-management-and-why-it-is-important/

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