Building a data system inventory is necessary, but not easy. This post describes the 8 steps we recommend when building your data system inventory at your organization.
Steps to Build a Data Systems Inventory:
- Define the initial scope and business requirements for data systems inventory – As with any project, make sure that you have the objectives, scope of the data systems inventory project and the business requirements defined so that everyone is on the same page.
- Determine the stakeholders of the data systems inventory – Are the stakeholders within one department or is it the whole organization?
- Develop the data system inventory design and framework – As a group, decide what it is you are going to capture in this inventory. This should be driven by the project’s objectives and scope.
- Determine where/how you will store, maintain, and access this information in the data systems inventory - Where is the data systems inventory going to live (spreadsheet, intranet site or software solution like the Data Cookbook). Determine a location that is easily accessible to those that need it.
- Solicit input from the stakeholders – Reach out to the stakeholders and get the necessary information for the inventory.
- Populate the data system inventory – Enter the gathered information into the chosen tool of the data systems inventory. Make sure that the information is accurate and consistent.
- Develop a process for maintaining and governing the data systems inventory – Check the inventory for accuracy. Determine the best way to validate the inventory. Document the process to keep the inventory up to date. Determine the process on what to do if systems change and what to do if owners change.
- Share the information – Make sure that the data systems inventory is accessible to those that need it. Convince them of its importance. Let them know that it will be accurate and updated. Provide them with the owners of the data and the process to update information.
As mentioned the data system inventory can be stored in a spreadsheet, on an intranet or in software like the Data Cookbook, the leading data governance (data intelligence) solution for all types of organizations. IData has experts who can assist organizations with implementing and maintaining data systems inventory. Hope this post was helpful in the process.
Also feel free to review our other data system inventory resources located at this blog post. Additional data governance-related resources can be found here.
If you would like to see the Data Cookbook in action or need assistance in building your data system inventory feel free to
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(image credit StockSnap_VBJY7FE32P_BuildInventoryCranes_BP #1044)