01/12/2010
The Dangers of Duplicating Data
Data duplication occurs in the most innocent of ways and is fraught with danger. Every business has the need to store data: records of customers, suppliers, stock, sales and much more. But in the rush of everyday business life, it is likely that problems will arise when you or your staff copy data from your records.
How?
Errors are easy to make. Each time you re-type a piece of data, the opportunity exists for a mistake to be made. Kerry Smith might become Kerrie Smith or Kerry Smyth. Whist this oversight could elicit just a slight annoyance from a customer; ordering stock item GYT4445 instead of GYT44445 might have more major implications.
A commonly acceptable alternative name might be used inadvertently. The potential for inconsistency is high for long titles such as those of songs or movies. Even relatively short ones can be problematic eg:
§ The Seven Deadly Sins
§ Seven Deadly Sins
§ The 7 Deadly Sins
§ 7 Deadly Sins
Why?
Re-keying is slow and inefficient.
Updating data becomes hazardous. If a supplier changes its name, you not only need to edit the list of suppliers but also the reference to that supplier in your stock management records. If several employees keep their own individual records, then each person must ensure their own records are updated (and hopefully not on holidays when the memo informing them was sent around). The risk exists that at a later date, when you notice two differing addresses for one customer, you might not know which one is correct.
Search functions are rendered difficult or useless. If there is more that one version of a piece of data; lookup functions, filters and queries will struggle to give you precise results.
Summarising data tools such as MS Excel Pivot Tables display inaccurate or misleading results due to their exacting nature. A Pivot Table would separate Kerry Smith’s purchases from Kerrie Smith’s, for example, or not group Sons and Lovers with Sons & Lovers.
What (is the solution)?
Depending on the size and nature of your business, the precise solution will vary, but the general principle remains the same. In a perfect world, all data would be centralized in a single source or database that all users access via networked computers. Relational databases such as MS Access and ACT exist for this purpose.
For all businesses, it is important to have work templates and a common database on one computer with all other workstations networked to it. All faxes, standard letters etc will then be based on the common templates, presenting a consistent and professional face to your stakeholders. Your aim should be to avoid re-keying data wherever possible. Commonly used software programs are crammed with clever features and functions such as mail merge, object linking, look-up tools and drop-down lists to eliminate or at least reduce the need to retype data.
For larger businesses, the problem is more crucial. A very common practice of double data entry occurs due to the typical setup of having operational software that is separate from your accounting system. This is not necessarily a barrier to single data entry. Arrangements can usually be made to have data exported from one system and imported into the other. If you are manufacturing or processing, you almost certainly have software which monitors and reports on output rates, downtime, spoilage etc, then you probably print out those reports to re-enter into MS Excel or Lotus to do further analysis on. Most likely there is a way of exporting those reports in a format which can then be electronically imported instead. Further, systems can be put in place using macros and other programmatic methods to streamline the analysis as well.
The ideal solution is not always achievable, but reducing duplicated data entry is a step in the right direction. Eliminate or decrease errors and inconsistencies and your business will be more efficient and professional. For over 20 years, ASCII Software Solutions has worked with companies ranging from sole operators to multi-nationals to improve their data management systems.
Barbara Moore of ASCII Software Solutions has a degree in Mathematics and Psychology from the University of NSW. She has been providing IT training and consulting services for over 20 years and she specializes in developing efficient business systems.
If you would like more advice or help in setting up your systems and procedures; please contact Barbara Moore on 0412 4454 02 or ascii@bigpond.net.au.
Important Note: These articles have been prepared for general circulation and are circulated for general informational purposes only; these articles should not be regarded as business or investment advice. The articles represent the views of the writers and are subject to change without notice. Additionally, while every care has been taken in the preparation of the articles no representation or warranty as to accuracy or completeness of any statement is given. An individual or organisation should, before any business or investment decision is made, consider the appropriateness of the information in this document, and seek professional advice, having regard to objectives, situation and needs. This document is solely for the use of the party to whom it is provided.
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