How do you update and maintain your database and spreadsheet data after validation?

1 Why validate data?

Validation is important for several reasons. First, it helps you avoid mistakes and errors that can affect your work performance, customer satisfaction, or business reputation. Second, it helps you comply with data standards and regulations that may apply to your industry or organization. Third, it helps you improve your data analysis and reporting, as you can trust that your data are accurate and consistent. Validation can also help you identify and resolve any data issues or gaps that may affect your decision making or planning.

2 How to validate database data?

One way to validate database data is to use queries. Queries are commands that allow you to retrieve, filter, sort, or manipulate data from a database. You can use queries to check for data errors, such as missing values, duplicates, outliers, or invalid formats. For example, you can use a query to find all the records that have a blank or null field, or that have a date that is not in the correct format. You can then update or delete these records as needed. You can also use queries to compare data from different tables or sources, and check for any discrepancies or mismatches.

3 How to validate spreadsheet data?

Another way to validate spreadsheet data is to use functions and formulas. Functions and formulas are expressions that perform calculations or operations on data in a spreadsheet. You can use functions and formulas to check for data errors, such as incorrect sums, averages, or percentages, or values that do not meet certain criteria. For example, you can use a function to count the number of cells that contain a specific value, or a formula to calculate the difference between two columns. You can then highlight or flag these cells for review or correction.

4 How to use data validation tools?

Besides queries, functions, and formulas, you can also use data validation tools that are built into some database or spreadsheet applications. These tools allow you to set rules or restrictions on what kind of data can be entered or stored in a database or spreadsheet. For example, you can use a data validation tool to limit the range of numbers, the length of text, or the format of dates that can be entered in a cell. You can also use a data validation tool to create drop-down lists, checkboxes, or radio buttons that offer predefined options or choices for data entry. These tools can help you prevent data errors, ensure data consistency, and simplify data entry.

5 How to document your data validation process?

The last step of data validation is to document your process and results. It is essential for keeping track of data quality, verifying data sources, and communicating data findings. To do this, create a log or report that records the date and time of your data validation, the name and location of your database or spreadsheet, the queries, functions, formulas, or tools you used for data validation, the data errors, issues, or gaps you found and how you fixed them, the data changes, updates, or modifications you made, as well as the results, outcomes, or insights you gained. You can use a template, checklist, or form to create your document. Additionally, charts, graphs, or tables can be used to illustrate your results.

6 Here’s what else to consider

This is a space to share examples, stories, or insights that don’t fit into any of the previous sections. What else would you like to add?