7 Data Management Best Practices to Adopt in 2023

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7 Data Management Best Practices to Adopt in 2023

Are you ready for 2023 and the significant changes in Data Management to come? Read on to find out.

As data management becomes increasingly important in the digital age, staying informed on the latest and best practices is crucial to ensure successful data management within your organization. Businesses need data management for several reasons: better decision-making, increased efficiency, regulatory and compliance needs, improved customer experience, and competitive advantage. But first…

What is Data Management?

Data management is collecting, storing, organizing, maintaining, and utilizing data effectively and efficiently. It involves developing and implementing policies, procedures, and strategies that ensure data is accurate, consistent, and secure and can be easily accessed and used by those who need it.

Data management can include various activities, such as data governance, quality management, security, integration, and analytics. It also involves choosing appropriate technologies for storing and managing data, such as databases, data warehouses, and data lakes, and ensuring they are correctly configured and maintained.

7 Data Management Best Practices for 2023

1. Define data governance policies

Although it may seem obvious, developing clear data governance policies is crucial to ensure that data is appropriately managed. This includes defining data ownership, establishing data security and privacy policies, and creating processes for data management.

Data Management

Too often, implementing data governance policies has been overlooked by ill-advised or beleaguered staff, resulting in mismanagement or manipulation of data. By defining data ownership under data governance, organizations can determine who is responsible for maintaining the accuracy and security of specific data sets.

In addition to data ownership, data governance policies should establish data security and data privacy policies. This includes identifying the data types that need to be protected and implementing appropriate security measures to prevent unauthorized access or data breaches. Data privacy is also essential, especially when handling sensitive information such as personal or financial data.

Finally, creating processes for data management is essential for effective data governance. This includes identifying the steps to ensure data accuracies, such as data quality control measures and establishing data access, sharing, and disposal procedures. Organizations can ensure their data is managed effectively and compliant with applicable laws and regulations by developing and implementing clear data governance policies. This can help to reduce the risks of data breaches, improve decision-making capabilities, and enhance overall business performance.

2. Design and Implement an Effective Data Quality Management Strategy

A comprehensive data quality management strategy ensures that data is accurate, complete, timely, and consistent, enabling businesses to make informed decisions based on reliable data.

The first step in designing an effective data quality management strategy is identifying the critical data elements essential to business operations. This may include customer data, sales data, financial data, or any other data that is critical to business processes. Once the key data elements have been identified, it is essential to establish data quality standards, such as data completeness, accuracy, and timeliness.

Next, businesses should establish data collection, validation, and correction processes. This may include implementing data validation checks, data cleansing processes, and tools for identifying and correcting errors in data. Additionally, businesses should establish data governance policies and procedures, including roles and responsibilities for managing data quality, and establish a data quality monitoring framework to ensure ongoing compliance with data quality standards.

An effective data quality management strategy also involves cultural and organizational changes. This may include establishing a culture of data quality and ensuring that data quality is a priority at all levels of the organization. It may also involve providing training and resources to employees to help them understand the importance of data quality and how to maintain it. By prioritizing data quality, businesses can make informed decisions based on reliable data and maintain a competitive advantage in their industry.

3. Develop Data Integration Processes:

Data integration combines data from multiple sources to create a unified and comprehensive view of the data. This can help organizations gain insights that may not be possible when working with data in silos. Data integration helps businesses in several ways, primarily by enabling them to make better-informed decisions, improve operational efficiency, and enhance customer satisfaction. Here are some specific ways that data integration can benefit businesses:

Improved data accuracy and completeness:

Data integration helps businesses to consolidate data from multiple sources and ensure that it is accurate and complete. This, in turn, ensures that businesses have access to reliable data, which they can use to make informed decisions.

Enhanced operational efficiency:

By integrating data from different sources, businesses can streamline operations and reduce manual processes. This helps to improve operational efficiency and reduce costs.

Better customer insights:

Data integration can also help businesses to gain a deeper understanding of their customers. By consolidating customer data from multiple sources, businesses can develop a 360-degree view of their customers and use this information to provide more personalized experiences and improve customer satisfaction.

Improved business intelligence:

Data integration can also help businesses to develop more robust business intelligence capabilities.

Enhanced data security:

Data integration can also help businesses to improve data security. By consolidating data in a central location, businesses can better control access to data and ensure that it is secure and protected from unauthorized access.

4. Secure and Private sharing of data

Secure and private sharing of data is an essential aspect of data management. With the increasing amount of data being generated and collected by organizations, ensuring that this data is securely and privately shared with relevant parties is imperative. Secure sharing of data involves protecting the data from unauthorized access, tampering, and theft. On the other hand, private data sharing ensures that only authorized parties have access to the data and that the privacy of individuals whose data is being shared is protected. 

Organizations need to implement various data security measures to achieve secure and private data sharing. These measures include data encryption, access control, and authentication. In addition to security measures, organizations must implement privacy-enhancing technologies to protect the privacy of individuals whose data is being shared. These technologies include data anonymization, pseudonymization, and differential privacy. 

Businesses can benefit from secure and private data sharing in several ways:

  • Increased trust
  • Improved collaboration
  • Compliance with regulations:
  • Competitive advantage
  • Reduced risk of data breaches
  • And Better decision-making 

5. Implementing secure decentralized access for Data Archive Management and Role Transition Optimization.

Data archives contain large amounts of sensitive information, and protecting this data from unauthorized access and theft is essential. Additionally, role transitions, such as employee turnover or changes in job responsibilities, can pose a security risk if not managed properly. Secure decentralized access and role transition optimization ensure that data is protected and accessible only to authorized parties.

Secure decentralized access involves distributing access to data across multiple nodes or locations rather than relying on a centralized server or database. This approach reduces the risk of data breaches and ensures that data is accessible even if one node fails. Role transition optimization involves managing access to data during role transitions to minimize the risk of unauthorized access. This can include revoking access to specific data when an employee leaves the company or changes job responsibilities. 

Implementing secure decentralized access and role transition optimization requires careful planning and implementation. Data must be encrypted, and access control mechanisms must be implemented to ensure that only authorized parties can access the data. Additionally, role transition policies and procedures must be established and enforced to ensure data remains secure during role transitions.

Additionally, tracking and auditing data access use is essential to data management. It involves monitoring and recording all activities related to accessing, using, and modifying data. Tracking and auditing aim to ensure that data is being used appropriately and under relevant policies and regulations and to identify and address any potential security risks or breaches.

Implementing tracking and auditing of data access use requires appropriate systems and processes to be in place. These may include access controls, logging mechanisms, and tools for analyzing access logs. It is also essential to establish clear policies and procedures for monitoring and auditing data access use, including who is responsible for monitoring, how data access logs are reviewed, and how identified issues are addressed.

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6. Leverage Automation for Improved Efficiency

Automation tools and technologies can help businesses to streamline data processing and analysis, reduce manual effort, and improve accuracy and consistency. One way in which automation can improve efficiency is by automating data entry and processing tasks. For example, businesses can use Optical Character Recognition (OCR) technology to scan and digitize paper documents, such as invoices or purchase orders. This eliminates manual entry and ensures data is entered accurately and consistently.

Another way in which automation can improve efficiency is by automating data analysis tasks. Businesses can use machine learning algorithms or business intelligence software to analyze data automatically and identify patterns or insights. This can help businesses quickly identify trends or opportunities and make informed decisions based on data-driven insights.

Automation can also help businesses to improve data quality by reducing the risk of human error. For example, businesses can use data validation checks to automatically identify and correct errors in data, such as misspellings or incorrect formatting. This helps to ensure that data is accurate and consistent and reduces the risk of costly errors or mistakes.

Furthermore, automation can also help businesses to improve collaboration and communication around data-related tasks. By using collaborative tools and workflows, businesses can automate the process of sharing and reviewing data, and ensure that all stakeholders have access to the latest and most accurate data.

7. Adopting Cloud Computing Technologies

Cloud computing enables businesses to store and process data scalable, secure, and cost-effectively. Software as a Service (SaaS) is a cloud-based delivery model in which software applications are hosted by a third-party provider and accessed over the internet. Here are some of the key benefits of adopting SaaS for data management: 


SaaS applications are typically highly scalable, enabling businesses to easily add or remove users as needed. This allows businesses to quickly scale up or down their data management capabilities without costly infrastructure investments.

Cost savings

SaaS applications are typically offered on a subscription basis, which allows businesses to pay only for the features they use. This can help businesses save on software licensing fees and hardware costs.


SaaS applications can be accessed from any device with an internet connection, making it easy for employees to access data and collaborate on projects regardless of location.


SaaS providers typically offer robust security measures to protect against data breaches and cyber-attacks. This includes data encryption, multi-factor authentication, and other security measures that are often beyond the reach of small to medium-sized businesses.


SaaS applications are often designed to integrate with other cloud-based services, which can help businesses to streamline their data management workflows and improve efficiency.

Secure Your Data Future with Vaultastic Solutions

Vaultastic is a SaaS cloud-based solution for secure data management and storage. It provides an innovative approach to ensure the safety and security of your data, offering a comprehensive range of features to protect it from unauthorized access, loss, or corruption. With Vaultastic, you can trust that your data is securely stored in the cloud with advanced encryption protocols and multi-factor authentication for added security.

Vaultastic also enables organizations to benefit from a best-practice data management strategy by providing flexible data management capabilities that are easy to deploy and scale. This includes backing up data with automatic, encrypted backups and storing it in multiple locations. Additionally, you can access granular data governance tools to protect sensitive information, while user-friendly dashboards allow quick and easy data usage monitoring.

With Vaultastic’s top-of-the-line security solutions, organizations can be confident that their sensitive information is secure and protected against threat actors. By embracing a best practice data management strategy, organizations can ensure that their data is not only secure but also accessible and managed in a way that is tailored towards their business needs. To learn more, click here.

About Vaultastic

Vaultastic’s groundbreaking data protection and management platform with atomised, automated, and on-demand data management service, offers centralized archival & supervisory controls, quick discovery, and data activation, with high volume data protection in elastic & hierarchical stores and complete data portability.

The key feature is its cross-platform archival capability, automatic storage management, atomised discovery, and activation. Delivering cost savings of up to 60% on data management costs.
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