Maintaining a Data System Inventory

Data systems at an organization change, or they are no longer needed, or new ones are added. Thus, a data system inventory needs to exist and be maintained. But how do you maintain the data system inventory? In this blog post, we will answer this question, after we briefly answer what a data system inventory is, the benefits of a data system inventory, what’s stored in a data system inventory, and what impacts a data system inventory (when we need to make changes).

What is a data system inventory?

Data systems include databases, business applications, and any other software that contains data that is necessary for the organization's operations. The data could be customer data, employee data, financial data, or any other type of data that the organization considers as valuable. Examples of data systems include Student Information Systems (SIS), assessment systems, Learning Management Systems (LMS), Human Resource (HR) systems, Enterprise Resource Planning (ERP) systems, and data warehouses. A data system inventory contains documentation and information about the data systems at the organization. Feel free to check out our video titled “What is a Data System Inventory”. 

What are the benefits of data system inventory?

A data system inventory has many benefits to an organization, and we cover this in our Benefits of a Data System Inventory blog post. The effectiveness of a data system inventory relies on the completeness and accuracy of the information it contains.

Just a few points about data system inventory benefits:

• Provides a comprehensive overview of all the data systems so that they can be managed and protected
• Helps with compliance, regulatory standards, risk management, incident response, and the sharing of information about data systems
• Improves operational efficiency with the identification of unnecessary systems and outdated software, thereby enabling organizations to optimize their resources and reduce some costs
• Simplifies training and communication by offering newcomers a broader perspective of the organization's data landscape and encouraging interdepartmental communication

What is stored in a data system inventory?

Previously, we have discussed what to store in other resources. For more information about what to store in a data system inventory then check out this video. A data system inventory links important information, making it easier to maintain, monitor and audit thus staying current and compliant.

A few items that should be stored in a data system inventory:

• Prioritization which includes determining the level of protection required for the data system
• Owner who is responsible for data system maintenance and security. This ensures accountability and clear lines of responsibility
• Location or host of data system which is important for regulations that affect privacy and security
• Access information such as who can access and how to request access to the system.
• Documentation about data system provided by vendor and any training materials
• Information about backup and retention policies for the data system

And it would be helpful to store the data system inventory in a data governance solution like the Data Cookbook so that it is accessible by the necessary folks in the organization and makes it easier to link information.

What changes impact a data system inventory?

After data system inventory creation, many changes impact the inventory, and thus the inventory needs to be updated.

Here are some examples of changes that impact the data system inventory:

• New data system (or tool) is added or discovered at the organization
• Existing data system (or tool) is retired from the organization
• Data system ownership is changed due to a department change or person change
• Location or hosting of data system is changed
• New release or upgrade of data system changes
• New documentation from data system vendor is provided
• New training materials related to data system are available (videos, presentations, etc.)
• Access to data system is changed (such as a new higher requirement)

How do you maintain a data system inventory?

To maintain your data system inventory, you must have a real-time strategy (as changes occur) and a review strategy (say a once-a-year review). Maintaining a data system inventory is just as important as creating one, as your data environment is ever-changing.  Keeping your inventory updated is challenging. In achieving efficient data governance, the upkeep of your data system inventory cannot be overstated. Your data system inventory requires constant care to guard against risks and security lapses.

Here is what you need to maintain a data system inventory:

1. Implement a data governance solution that has a data system inventory such as the Data Cookbook which provides a data governance framework with roles and best practices. That way the data system inventory is accessible with the necessary information.
2. Empower data stewards who can manage the data systems and make the necessary changes when requested. Roles should be clearly defined.
3. Have a data request process in place so that data system change requests can be handled quickly and be documented. Look at each impact in the previous section and determine the process (or checklists) that needs to be involved to update the data system inventory, if they occur. When changes, like those mentioned in the impact section, happen, a data request should be entered and assigned to the appropriate data steward who should handle the request as quickly as possible.
4. Conduct regular reviews or audits of the data system inventory.  Reviews ensure that all data systems are accounted for and are being maintained properly. This also helps in identifying any potential security risks. Tools can help you to set automatic reminders for review dates. The effectiveness of a data system inventory relies solely on the completeness and accuracy of the information it contains, and reviews help with this.
5. The organization and management need to have an ongoing commitment to data governance including the data system inventory and stive to achieve a data culture at the organization. Training of staff on data governance needs to occur.

With the information provided in this post, you can maintain a data system inventory that serves as an invaluable resource for your data users and stakeholders. The data system inventory is a key part of data governance, containing details about every crucial data system. However, it is a constant task needing regular updates and reviews. That way, your organization stays current with all data systems, guaranteeing their security. Moreover, a well-maintained data system inventory can significantly improve the organization’s efficiency by providing a clear understanding of what data is stored, where it is located, and who has access to it. This transparency not only enhances data governance but also facilitates compliance with various regulatory standards. Check out all our data system inventory resources (blog posts, videos, and recorded webinars) on our data system inventory spotlight page.

IData has a solution, the Data Cookbook, that can aid the employees and the organization in its data governance, data intelligence, data stewardship and data quality initiatives. IData also has experts that can assist with data governance, reporting, integration and other technology services on an as needed basis. Feel free to contact us and let us know how we can assist.

Photo Credit: StockSnap_ERNYCFWP8I_Man Working_Inventory Maintenance_BP #B1284