When it comes to data capture too many organizations grab first and think later so the business world is full of sloppy systems, designed to swallow as much personal and commercial data as possible – regardless of genuine need or use. Housekeeping is a nightmare and the problems increase relentlessly, as new transactions throw even more fragmented and duplicated data onto the steaming heap; while we are left wondering about the true value of our hoard. 
Making iT simpler:
There is still a widespread tendency for iT systems to capture more data than necessary; either because system sponsors sense opportunities from gathering huge rafts of data for possible future use, or because system designers don’t make time to analyse data needs properly.There are a number of serious issues and risks associated with grabbing too much data: housekeeping, compliance, disambiguation, trust and reputation. Each of these factors deserves very careful consideration and management.
An effective organization understands the importance of investing sufficient time and effort in analysing data capture and management, during the requirements definition and design phases of system development.
Really effective organizations know that it’s always better to think first and grab later.
Questions to ask:
- Are we routinely capturing more data than we really need, or can handle?
- When was the last time we consciously decided not to capture data?
- Are we absolutely sure that our data is legally captured, processed and retained?
- If our stakeholders and partners think we are ’data-greedy,’ have we properly considered the reputational/ commercial risk?
Tips from the Devil:
- Don’t design your systems to capture more data than you really need; the more data you have, the harder it is to manage and the harder it is to see the value among the clutter.
- Failing to meet data compliance controls (contractual, regulatory, or statutory) carries the risk of legal proceedings for anyone who captures data. Your risk management processes need to actively monitor and register your data compliance measures. Remember to consider all possibly relevant jurisdictions.
- Disambiguation is a word that needs to be in your data capture vocabulary because you will need clearly defined processes for master data maintenance and data cleansing.
- People and businesses are increasingly wary of sharing their personal and commercial data so make sure that you communicate your data policies clearly. Transparency will pay dividends and improve your reputation.
