Data Governance; Rules & Tools

All of us are familiar with the concept of a speed limit. When we get behind the wheel, we're constantly making decisions: should we go faster to make up for lost time, or should we abide by the speed limit to ensure our safety and that of others? The traffic signs serve as a standard set by authorities, but at the end of the day, it's up to the driver whether they adhere to them.

This dynamic isn't far removed from the challenges organisations face in data governance, especially in balancing data quality and security. While governance policies act like speed limits - setting the rules for what can and can't be done. The enforcement of these rules often comes down to individual choices and the tools at hand.

Driving Rules and Data Rules

In the world of driving, speed limits are clear: they are posted on signs by the road, indicating the maximum allowable speed. Similarly, companies set data governance policies to indicate how data should be handled. Whether it's encryption protocols to protect sensitive information or rules governing the quality of data entry, these policies serve as the "speed limit signs" of the data highway.

The Choice to Deviate

Just as a driver might decide to speed for various reasons - an empty road, running late, etc. - employees have the choice to deviate from data governance standards. They may prioritise expediency over security by sending an unencrypted email, or deviate from data quality rules by entering "ATM" in a field that should contain a numeric pressure value for 'atmosphere'.

Risk Assessment: Quality and Security

People weigh the pros and cons before stepping on the accelerator. The driver wonders, "What's the likelihood of getting caught?" In data governance, employees assess the risk versus reward when diverging from guidelines. While cutting corners might save time in the short term, it compromises both data quality and security. Just as speeding can result in a fine or worse, an accident, poor data quality or breaches can lead to financial losses and damage to the organisation's reputation.

Enforced by Tools, Not Just Signs

Roads have traffic cameras, speed bumps, and police patrols to enforce the rules. Similarly, data governance requires more than policies; it needs enforcement mechanisms. Tools like data validation software can prevent incorrect entries, such as flagging "ATM" when a numeric value is expected. Security features can auto-encrypt sensitive data, acting as "speed limiters" for potential security lapses.

A Dynamic Environment

Speed limits aren't set in stone; they change based on various conditions like weather or road work. Likewise, data governance must be agile, adapting to unforeseen circumstances or emerging types of data. Modern vehicles can even adapt speed automatically according to GPS information on speed limits and road conditions. Similarly, next-gen data tools should be able to dynamically adjust to new or updated governance policies.

The Real World

Simply instructing people to follow standards is insufficient; in practice, these standards are often ignored or only partially followed. Providing Excel templates isn't a failproof solution either. Effective governance requires tools that allow data to be entered directly into the designated system from which it will be extracted and utilised.

For instance, when banking, you don't exchange Excel sheets with your bank. Instead, you input information into secure, standardised fields that feed directly into their database. You can't input text into a field designated for currency. No responsible bank would ever rely on Excel files for crucial data transfer, however multiple companies I have worked with have their own interpretation of an Excel data sheet for critical engineering information.

The flexibility of Excel allows for a wide range of applications, but this can also be its downfall when it comes to maintaining consistent standards, especially for critical engineering data. Each company I've worked with has its own unique approach or interpretation of what an Excel sheet for such data should look like. While this customisation may suit individual company needs, it presents challenges for standardisation, data governance, accuracy and retrieval. Inconsistent data formats not only make data exchange and integration difficult but also increase the risk of errors, which could have serious implications. Effective data governance tools are essential to ensure that crucial information is consistent, accurate, and secure across all organisations.

The Intersection of Governance and Tools

Just as road safety is optimised when drivers not only see the speed limit signs but also have access to enforcement mechanisms like speed cameras, or have 'black-boxes' fitted, data governance reaches peak effectiveness when rules are backed up by robust tools. You can't expect to maintain accurate, concise, and reliable data if you provide people with only the rules and not the tools to implement them effectively.

It's crucial to remember that without effective enforcement mechanisms, these "signs" can often be ignored, intentionally or otherwise. By incorporating not just rules, but also the tools that create, manage, enforce and distribute data, organisations can create a more secure and compliant data environment - just as traffic cameras and patrols make our roads safer for everyone.

Take the Next Step in Your Data Governance Journey

Are you ready to take the wheel when it comes to your organisation's data governance? Just like driving, it requires attention, skill, and the right tools for enforcement. If you're looking to integrate robust data governance tools that ensure both data quality and security, we can help.

Get in touch with us to explore tailored solutions that will align with your unique governance needs. Don't let the risks of poor data quality and security jeopardise your journey. Contact us today to make sure you're not just setting the "speed limits" but also effectively enforcing them for a smoother, safer ride on your data highway.

We look forward to partnering with you on the road to superior data governance.