Data centralisation, the challenge it poses and its benefits
Currently, one of the challenges for companies is the centralization of data, mainly because
- The cloud has technologically driven the centralization of data
- Data can, when scattered, be a double-edged sword
Digitization has consequences, one of the most important of which is that such data can be used in different departments without special protocols or the need to share it physically, all thanks to data centralization.
Gone is the time when different teams involved in a project needed to exchange documents and physical data carriers. Today, the trend is that everyone can share data with everyone, even if they have different permissions.
Scattered data, a problem
The temptation to apply data and the latest techniques to work with it to solve specific problems in a company. There are areas that could be significantly improved based on objective evidence.
Each department, however, when each department has its own data process and techniques, we face several problems:
- While one area can greatly increase its growth, the others may not keep up. An example of this is knowing how to sell without knowing how to produce.
- As all data is in one place, this makes it more vulnerable to cyber attacks and data protection issues. Without a strategy that involves all departments, a failure anywhere could put the entire company at risk.
- Incentive problems may also occur. Departments may have data that is only understood within their environment. This can lead to a lack of information needed by other departments, but errors made by the human side of the team
- All this can generate lack of coordination, inefficiencies, since nothing guarantees that the processes are not redundant
- Loss of perspective, as focusing on specific areas may not take into account the effect of isolated decisions on the whole company
What does data centralization mean?
With the centralization, the aim is that the users of the company have the same place of reference to which they can go. Normally this can be done through cloud computing. For example, through spñicopmes that allow the management of the data of different departments and that, in addition, are modular to be able to add the functionalities that are needed.
Information management is carried out throughout the company and in all its phases, from analysis to system control, including design, implementation and maintenance.
We can also opt for a certain degree of customization in each phase, which varies depending on the needs and the cost we can assume.
Why opt for data centralization?
Centralization of data brings many advantages:
- Strengthens the organization. The data also illuminates how each change in the environment can affect all departments.
- Greater transparency. Information is more accessible to the whole company.
- Less dependence on physical locations. Information does not have to travel back and forth, but is available in all departments at the same time. If it is also in the cloud, it can be accessed from anywhere with internet.
- More collaboration. The formats in which information is handled tend to be more inclusive, so that it is more accessible to workers outside the department in which that particular data is usually held.
How do you centralize data?
It usually has several stops:
- Data digitization. When it is complicated to centralize paper data because when someone needs it, a copy would have to be requested. Long response times and methods to ensure that data carriers are kept up to date
- Analysis. It is necessary to know the objectives to be achieved, the tools to be used, the access protocols, the security measures to be implemented, etc.
- Design. All that analysis has to be transferred to a project to manage the data.
- Implementation. This is the stage where the processes are set in motion.
- Maintenance. Work aimed at ensuring that the data, its protocols and the equipment that will use it are in the right conditions.
- Control. It is necessary to estimate whether the plan is being fulfilled and to propose measures in case of deviations.
Centralizing data may not always be easy, but it is a challenge that strengthens the company and makes it able to manage itself in a much more coordinated and efficient way.
You can read more about data centers here