Our data is a strategic asset; treating it as such enables us to operate effectively, efficiently and securely to help the university thrive.
Therefore our data should be high quality, well governed and available, making data activities less manual and more value adding. However, without good practices data management can quickly become chaotic and disordered, much like an untidy spice cupboard.
Imagine, for a moment the family spice cupboard. Everything you need for a delicious meal is there, but with too many containers left unlabelled or mismatched, things can get messy fast. You might reach for cinnamon and end up with cumin, or accidentally serve your child a spicy hot chilli instead of the mild paprika you intended. Also, if you don't regularly review and update your spices, you may end up with expired ones that fail to provide the desired flavour profile in your cooking.
Similarly, for organisations, disorganised, out of date data can lead to misinterpretations, data loss, and costly mistakes. Keeping the ‘spice cupboard’ in order is critical, not just for efficiency but also to manage risk and ensure safety, accuracy, and compliance.
Data management is an essential aspect of any organisation, and in the case of universities and other educational institutions, effective data management processes are crucial in keeping the organisation running smoothly. While data management often doesn’t get the same attention as cyber security, its impact can be equally significant over time.
Cyber security threats involve malicious attacks that can lead to immediate, high-profile consequences. Data management issues however, tend to go unnoticed for a long time, with their effects creeping in slowly, accumulating bit by bit until there is a major crisis.
From delivering high quality education, providing an excellent student experience and managing research outputs, vast amounts of information are generated every day at universities, and data encompasses all university functions.
Like a cluttered spice cupboard, it’s sometimes hard to find what you need. A poorly managed database can slow down administrative tasks and increase frustration among staff and students. It can also lead to financial losses.
Without proper classification sensitive data might be exposed to the wrong people. For universities, failing to manage data properly can lead to unauthorised access, which can compromise the integrity of research or student privacy.
Effective data management requires a proactive approach:
- Data strategy – A clear data strategy is the starting point of effective data management. Start by defining and articulating the link between your data and the business outcomes you want to achieve. Ensure key stakeholders are engaged early on. Buy-in from leadership and university staff is critical for the success of data management initiatives.
- Data collection – Identify the types of data you need. Take for example data for regulatory requirements, including Higher Education Statistics Agency (HESA) returns: where do you source it, and how do you ensure the data schema supports the requirements of the data strategy?
- Data storage – Once identified and created, data needs to be safely stored somewhere that meets your requirements. Whether you do this on-site or in the cloud, or in a structured way, you need processes for deleting and archiving data, especially in the cloud where it can become expensive.
- Data organisation – A system should be created to organise data efficiently. Organise and document in a way that makes it easy to find and understand. Help users navigate large amounts of data more efficiently.
- Data quality – Regularly check for accuracy, completeness, and consistency in your data. Incorrect or outdated data can lead to poor decisions.
- Data sharing and security – Data should only be shared with authorised users. Protect data with strong passwords, encryption and access controls. Limit who can access or modify data to maintain data integrity and privacy. Familiarise yourself with relevant data protection laws, including GDPR. Also set up regular backups to prevent data loss.
In a university's pursuit of data-driven insights and evidence-based decision-making, it's essential to remember that success relies on having a strong foundation in data management processes. Innovative initiatives like AI use cases also depend on having strong data foundations.
The above approaches will ensure your data is a useful and reliable asset, helping drive insights and value for your organisation. Applying the right data management approaches is what separates a well-run university from a chaotic one, so the organisation is the top priority.
