What data you have and do you need it for doing what ?
Mostly each of us collect, record, store, save information daily without thinking about and without really managing it. So we accumulate information over time that we do not know what it corresponds to, why there are there, if we still have the use for it and it's a save bet anyway there are no longer up to date.
This consumes resources because we store, save, archive information and perhaps some people spend time for example to classify, store documents or to update data. And this deposit is rarely exploited and in fact, such that it is, is difficult to be exploited.
EU General Private Data Protection Regulation offers us the opportunity to discover and become aware of the pool of information we have and give us the chance to reap the benefits.
Remember, from May 25, 2018 EU GDPR imposes to strictly limit the data that we hold on individuals and to be able to justify at any time detention by a specific use and to communicate, collect the consent and erase all the data of an individual.
How can we do?
At first to analyze you must have the full data landscape under your eyes and fingers. That means you have conducted a wide-ranging investigation and drawn up an exhaustive inventory of the data, information, documents that are held.
Then for your analysis work to be effective, exhaustive, if necessary organized, planned and conducted by a team or several people you need to have adequate tools, what is far from obvious.
If you have not inventoried the data or made this information available with the necessary analysis tools, please see our Make Data Inventory use case to learn how we can help you.
Data and information readyWe consider here your data, informations, documents etc... are present and reachable in our Eralys Information Management System eco-system.
If you are not ready, pleaseSee Make Data Inventory
1 - Start with Individuals
As for business data only make sense in relation to people (or/and entities) begin by "people/contact" data processing.
Since you have certainly uploaded data coming from different sources, it is likely that you have duplicates.
So we start by eliminating duplicates.
You certainly have data as name, surname, phone, email, address, etc... This will help us identify possible duplicates.
Be careful because there may be homonyms and data available between duplicates may differ.
I.M.S. displays data as a list view. You can use it with all list tools to screen your data visually and find duplicated lines.
But if you have a lot of data, playing with such very long lists is not efficient.
I.M.S. is "data item" and "user" centric.
Each one can organize and use it as he likes, using various options and ways, tools, resources, services to do the things.
Here we only present some options, as example to give you an idea, an overview about I.M.S. capabilities.
Depending your particular case and data set, you probably will use other options, tools and different approach.
Since we have a duplicate processing function, let's use it.
Let's start by using the Duplicate menu item.
Depending your list, the default list set, you will obtain a new list showing (only) all suspected duplicates.
May be sufficient for you in relation to your data set.
But more probably you will need to refine the criterias for duplicates detection.
Use Duplicate Menu Item
Just use Duplicate Search Criteria tool.
As you can see, your can select any data item/column and combine them as you like. An example : using only the name and surname you will have homonyms. But if you add the phone number...
In relation with your data set, it is easy to optimize.
Then in the duplicates list use the check boxes to delete the line(s) you want to eliminate.
Define your own criteria for detecting duplicates
2 - Then analyze the Individuals
Before to analyze all data, information and documents, files we have, we will analyze our information about the individuals.
- 1 - what is the nature of the relationship: customer, supplier, partner, lead, business provider, public relation, administration, banker, competitor, press, employee... because this already allows to glimpse the type of information that can be attached to them and to justify (or not) the possession of the data
- 2 - if needed, add data field(s) and use list box values to be used for filter, sort, categorize and provide you with what you need for your analyze.
You can create data fields and values that takes your own items already used and existing in your own tools and systems.
Manage Fields and Data
Manage ListBox Values
- 3 - sometimes you have duplicates, but data item(s) differ.
Use the Merge tool and decide which data value you want to have in the end merged record.
- 4 - Now feed your new added fields, or update existing fields values
You probably have defined some particular data values to be set in some field(s) you added, or in the List Boxes, to ease your analyzing works, for selection, filter.
That values have certainly to be set in several records. To do such task, we will Use the Mass Edit Tool
Manage mass data update
3 - Analyze
Your data having been prepared, purged, cleaned, all you have to do now is analyze.
All tools are available to help for that task.
Two tools will be helpful :
- the lists tool : allows you to create, modify, organize lists as you like using filters and you can decide which data / column is show (i.e. a list that only shows clients from Europe).
- the report tool : allows you to create, modify any report, that can be viewed on the screen, printed or exported
Your basic data inventory for people is now ready.
You can do the same for all your data.
We recommend, especially in the framework of the EU General Data Protection Regulation (GDPR) to begin by doing this work at the level of personal and private data of people.
Beyond, I.M.S. proposes tools allowing a so-called "360°" approach with, for example, a person-centered view with multidimensional relationships with other objects in the I.M.S. eco-system. These are therefore the most appropriate way to deal comprehensively with all the data, all the documents, all the files that can be connected in that case to a person. This is presented through many Use Cases.