Much like physical spaces, your data can get “dirty” and it is possible to have a cluttered network. Over time, old data you don’t use, duplicates, corrupted files, or incorrectly categorized files can build up and hamper your operations. Cleaning your business data can speed up your processes, free up computing resources, and prevent costly errors caused by bad or mismanaged data.
How do you clean data?
If you’re not sure where to begin, don’t worry. Here’s a simple checklist to help your business spring clean its data so you can have a fresh start this year.
Clear out duplicates
Duplicate data is one of the most common problems in any database. It happens when someone fills out a form twice, uses two different email addresses, or your systems don’t “talk” to each other and create redundant files.
Duplicates can confuse your team, skew your reports, and can even cost you money by misinforming your decision-making. Scan your system for exact and close matches. For example, look for repeat names, phone numbers, or email addresses.
Once you’ve cleaned them up, make sure your forms and systems have rules in place to prevent duplication from happening again.
Fix errors as they occur
Small errors can create big problems. Typos in names, incorrect contact info, or inconsistent formatting can cause delays and miscommunication. These issues creep in when forms don’t have validation rules or when employees input things differently.
Use automated tools or reports to help you catch common mistakes. Automation and AI tools are widely available and can swiftly analyze your forms and software then flag missing fields or formatting issues. It’s also important to train your team on data best practices and how to enter information consistently.
Purge irrelevant data from your databases
Just because you collected a piece of data once doesn’t mean you need it forever. Data points that are no longer relevant, such as outdated client information or records from discontinued applications are slowing your systems down and taking up space.
Review what you’re collecting and why. Focus on keeping only the data that helps you meet your goals, serve your customers, or improve your processes. Cleaning out unused data makes your work simpler and reduces the chance of input mistakes.
Double-check everything
After cleaning your data, conduct regular checks to keep it organized. Run regular data audits as you would cybersecurity audits, use validation tools, and set up automatic rules that flag weird or incomplete data sets.
It also helps to create guidelines for how your team should enter and update information. Everyone should be on the same page when it comes to spelling, formatting, and what data is essential. Once these policies are set, implement them into onboarding procedures and hold regular refreshers.
Make data cleaning a regular part of your operations
Data cleaning is something you should do regularly to prevent clutter from building up and slowing you down again. If you deal with large volumes of data, then in addition to your yearly data spring cleaning try to set reminders to do a mini-clean-up monthly or quarterly.
When your data is clean, everything else runs more smoothly, your emails reach the right people, your reports provide true and actionable information, and your team wastes less time dealing with junk data. With cleaner data you’ll be ready to make decisions based on facts you can trust.
SpectrumWise has been helping businesses of all sizes and sectors improve their operations with expert IT services for over 20 years, including data cleaning services. Our experienced consultants can analyze your data and scan it for errors, inconsistencies, and redundancies, then recommend and implement solutions to keep your data clean and your operations smooth. Contact us today to get started.
