Apr 27, 2022 Fastman

Why Should You Streamline Data-Management Activities?

Manual processes are outdated and put your business at risk of making errors that could cost precious time, resources, and in some cases, even clients.

The same applies to ECM systems such as SAP and OpenText Content Suite. As data accumulates on these systems, data management becomes an integral part of your company’s operation. The automation of this repetitive, manual process reaps many benefits, alleviating administrative load on organizations that invest in it. By ignoring the automation of data-managed activities, you risk falling behind the competition and wasting resources on tasks that could be accomplished relatively quickly and easily.

In this blog, we will discuss what data-managed activities are integral for the switch to automation and how this can prove beneficial for the running of your company processes.

Why streamlining data management?

Data management is the process of ingesting, storing, organizing, and maintaining the data created and collected by an organization. Effective data management is a crucial piece of deploying and running critical systems, like ECMs, that run business applications. Systems such as Content Suite and SAP can provide analytical information to help drive operational decision-making and strategic planning, while containing the data you need to run efficiently.

Streamlining data management systems allows you to take advantage of better data accuracy, better productivity, getting data faster, cost efficiency and overall standardized business processes. Moreover, streamlined data management systems help you produce better products and services and streamline efficiency throughout your departments.

5 data management activities to streamline

Data security

This is a process that is critical to accurate and sustainable data management. Keeping your data secure is essential to the survival of the company and as such, data security should be a top priority in any data management process.

Managing risks that are associated with data breaches and business email compromise-style attacks. To shrink your risks as much as possible, it is imperative to remove human error.

Data security also refers to the integrity of your data. Real-time validity checks that take place during data entry and using trusted APIs to manipulate data is essential to this process.

Data migrations

Data migration is simply the process of moving data from one location to another, one format to another, or one application to another. This is usually the result of introducing a new location or system for the data - and something that can take months to achieve if done manually.

The main issue with data migration is that every application complicates data by introducing elements of application logic into each separate tier. Business processes often use data in isolation and leave migration for the next step, taking up more time and resources to finish the process.

By streamlining data management activities, you remove the need to understand each application process and, once again, remove human error. Data migration can be a daunting and egregious task - especially if you are working with big numbers - and using time and resources on it when automation is an investment option means you are unnecessarily spending. Streamlining these processes means that you can run these jobs in real-time or batched, minimizing the impact on your ECM users.

Our Bulk Data Manager offers Easy-to-use data migration and update tools. Using Bulk Data Manager, you can readily import collections of documents, update and manage metadata and records management information attached to existing documents, and export sets of content for archival or sharing with third parties. It’s a fast and simple way to easily collect and share your files while maintaining your data integrity.

Data review and maintenance

Reviewing and maintaining data is essential to ensuring that your data keeps its quality. Data maintenance is an ongoing process, and as such, if done manually can literally take dedicated teams of people to apply.

Reviewing and maintaining your data also makes sure that your database runs faster by removing unnecessary files. Streamlining this process means that you can put systems in place where you are alerted to data that is irregular, rather than having to search for it yourself. Moreover, it saves time and resources by automatically removing pre-determined files that are unnecessary and cleaning out databases.

Data analytics and reporting

The data analytics processes of companies are often hampered by data teams being bogged down with tedious work. Streamlining these processes allows your data teams to benefit from processes that perform analytical tasks that require little to no human intervention.

Streamlined data analytics can make decisions on behalf of enterprise stakeholders and create useful feedback mechanisms, such as an analytics system that regularly runs a study on data. The results are then used to automatically improve business processes while adjusting study inputs or parameters in real-time.

Automation in data analytics is particularly useful when dealing with big data. It can be used for a variety of tasks like data discovery, data preparation, data replication and data warehouse maintenance. Essentially, streamlining these tasks significantly improves the amount of time spent on them - as they are necessary, but can be done easier and in a more effective way.

Data extraction

The dramatic increase we have seen in the volume of unstructured and semi-structured data calls for effective data extraction processes. Essentially, data extraction is the process of turning unstructured or semi-structured data into structured data.

This process provides necessary data from invoices, emails and contracts. Doing this process manually can result in errors, worse decision-making, slower processes and heavy costs. Streamlining the process of data extraction means that you can eliminate these challenges entirely, and effectively extract the data you need to apply your knowledge in your business and marketing strategies.

Solutions such as our Extract Tool can help you readily extract data from your OpenText Content Suite and SAP Extended ECM Platforms. It enables you to move a wide variety of content during migrations, keeping metadata and taxonomy information between your ECM Platforms intact and ready to be used as quickly as possible. With the extract tool at your side, you can save potential losses, stay compliant and remain focused to do more - freeing up your time and your resources.

The solution for you

Data is considered one of the strongest currencies today. The value of data in business is only increasing in strategy and operations, especially for companies who run SAP or OpenText Content Suite. However, manual data management systems can bring forward challenges with data collection, integration, and analysis efficiency. As such, streamlining data management processes is the solution to these problems - but implementing such processes is a daunting process for most companies.

You need the time, skill, and resources to create a solution that works for your specific needs - or you could let us do the hard work for you. Fastman has all the solutions for you to effectively employ streamlined data-management strategies. Our experts are on standby to analyze your systems and find ways to make it better for you and your users. For more information, contact us or visit our solutions page.

Published by Fastman April 27, 2022