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How do you manage and optimize the EDI data lifecycle from creation to archiving?

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\nElectronic data interchange (EDI) is the exchange of structured business information between different systems and organizations. EDI data can improve efficiency, accuracy, and speed of transactions, but it also requires proper management and optimization throughout its lifecycle. In this article, we will explore how you can handle EDI data from creation to archiving, and what benefits and challenges you may encounter along the way.

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Gary Lee

Consultant - Solution Architect, Data Architect, Business Analyst

1 EDI data creation

The first step in the EDI data lifecycle is the creation of the data, which involves converting the business documents or transactions into standardized EDI formats. Depending on the type and source of the data, you may use different methods and tools to create EDI data, such as mapping software, translation software, or application programming interfaces (APIs). The creation process should ensure that the data is accurate, complete, and compliant with the agreed specifications and rules of the trading partners.

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Gary Lee

Consultant - Solution Architect, Data Architect, Business Analyst
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One very common, and sometimes difficult, issue is mismatched granularity between the available input data source to the EDI process, and the output/X12 format for the actual EDI transmittal. Most of theEDI transactions correspond in granularity to business transactions as internal systems represent them, but your EDI design may be trying to pull that data from something like an ISS that requires aggregation, or more likely deaggregatiin, to match the granularity needed.

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2 EDI data transmission

The next step is to transmit the EDI data to the intended recipient, which can be done through various communication channels and protocols, such as value-added networks (VANs), direct connections, or the internet. The transmission process should ensure that the data is secure, reliable, and timely, and that it follows the agreed standards and formats of the trading partners. The transmission process should also include acknowledgments and confirmations to verify the receipt and acceptance of the data.

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3 EDI data integration

The third step is to integrate the EDI data into the internal systems and applications of the sender and the receiver, such as enterprise resource planning (ERP), accounting, or inventory management systems. The integration process should ensure that the data is consistent, accessible, and usable for the business processes and functions of the trading partners. The integration process may involve data transformation, validation, and enrichment, as well as data synchronization and automation.

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4 EDI data analysis

The fourth step is to analyze the EDI data to gain insights, identify trends, monitor performance, and optimize operations. The analysis process should enable the trading partners to measure and improve the efficiency, quality, and profitability of their EDI transactions and relationships. The analysis process may use various tools and techniques, such as dashboards, reports, charts, or key performance indicators (KPIs).

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Mario Alberto Ramirez Venegas

Software Engineer/Database Engineer at SMS digital GmbH
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The problem is that not all companies have standard EDI. The easiest solution to analyzing this type of data is having a good data warehouse.

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5 EDI data storage

The fifth step is to store the EDI data for future reference, retrieval, or audit purposes. The storage process should ensure that the data is organized, searchable, and retrievable, and that it complies with the legal and regulatory requirements of the trading partners and the industry. The storage process may use different media and formats, such as databases, files, or cloud services.

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Mario Alberto Ramirez Venegas

Software Engineer/Database Engineer at SMS digital GmbH
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EDI is just relational data so a good data warehouse will do this. The best action is to have your EDI be generated by the data warehouse.

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6 EDI data archiving

The final step is to archive the EDI data that is no longer needed or relevant for the current business activities or objectives. The archiving process should ensure that the data is preserved, protected, and purged according to the retention policies and schedules of the trading partners and the industry. The archiving process may use different methods and tools, such as backup, encryption, or compression.

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7 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?

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How do you manage and optimize the EDI data lifecycle from creation to archiving?

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1 EDI data creation

2 EDI data transmission

3 EDI data integration

4 EDI data analysis

5 EDI data storage

6 EDI data archiving

7 Here’s what else to consider

Electronic Data Interchange (EDI)

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