Why Data Management Matters
Good data management is invisible when it's working—you find what you need, when you need it, and trust that it's accurate. Poor data management announces itself through wasted time, frustrated employees, and decisions made on faulty information.
This checklist will help you assess your current data practices and identify areas for improvement. Be honest—the goal is to find opportunities, not to feel good about where you are.
Data Organisation
File Structure
- Do you have a consistent folder structure that everyone understands?
- Are files named according to a standard convention?
- Can new team members find what they need without asking?
- Is there a single, clear location for each type of document?
- Are old/archived files separated from current working files?
Version Control
- Is there always a single "current" version of important documents?
- Can you trace the history of changes when needed?
- Do you have a process for handling simultaneous edits?
- Are version numbers or dates used consistently in file names?
Data Quality
Accuracy
- Is there a clear owner responsible for each dataset's accuracy?
- Do you have processes to catch and correct errors?
- When was the last time you audited your core data for accuracy?
- Are there validation rules to prevent obviously incorrect entries?
Completeness
- Are required fields actually enforced, or commonly left empty?
- Do you know the percentage of records with missing key information?
- Is there a process to fill in gaps when they're discovered?
Consistency
- Are formats consistent (dates, phone numbers, addresses)?
- Do you use standardised values where possible (dropdown lists vs. free text)?
- Is the same information stored in the same way across systems?
Data Accessibility
Availability
- Can everyone who needs data access it without special requests?
- Are there bottlenecks around specific people or systems?
- Is data accessible remotely for those who need it?
- How long does it take to answer a typical business question?
Permissions
- Is sensitive data restricted to those who need it?
- Are access permissions reviewed and updated regularly?
- Do you have a process for granting and revoking access?
- Is access logged for sensitive information?
Data Integration
- Is customer information consistent across all systems?
- When data is updated in one place, does it flow to related systems?
- Do you know how many places the same information is stored?
- How much time is spent manually moving data between systems?
- Are there regular reconciliation processes to catch discrepancies?
Data Security and Backup
Backups
- Are all critical data sources backed up regularly?
- Have you tested restoring from backup recently?
- Are backups stored in a different location than the originals?
- How much data would you lose if you needed to restore right now?
Security
- Is data encrypted in transit and at rest?
- Are passwords strong and unique for each system?
- Is multi-factor authentication enabled where available?
- Do you have a process for handling security incidents?
Data Governance
- Is it clear who owns each major dataset?
- Are there documented standards for data entry and maintenance?
- Do you have a data retention policy?
- Are you compliant with relevant regulations (GDPR, etc.)?
- Is there a process for handling data subject requests?
Scoring Your Results
For each item you answered "no" or "I don't know," you've identified an improvement opportunity. Prioritise based on:
- Risk: What could go wrong if this isn't addressed?
- Impact: How many people or processes are affected?
- Effort: How hard would it be to fix?
Start with high-risk, low-effort items—the quick wins that reduce your exposure while you plan larger improvements.
A Better Foundation
Many data management challenges stem from relying on tools that weren't designed for the job. Moving to a purpose-built platform like Kinabase can address multiple checklist items at once—providing single sources of truth, built-in version control, proper access permissions, and consistent data structures that grow with your business.