What is Data Management?

Data management or data management consists of ordering and maintaining a structure so that the information used during a specific process remains updated until its publication.

The objective of data management is to validate and authenticate the information obtain so that it is available, secure and can be share. In this way, you will have the confidence and interest to use the data in the long term until they are no longer useful.

Importance of Data Management

At a business level, it is vital since information can be easily accessed that can be used if it is updated or otherwise deleted, whether it is about the description of a product, price or availability.

The management has one of its most essential characteristics, allowing the data grouped in different tables to be related to each other, and statistical and comparative information can be obtained.

Another reason why data management is crucial is that information can be search for efficiently. It also allows it to be update, either by modifying existing data or deleting it if it is no longer useful.

Advantages of Proper Data Management

  • advantages of data management
  • Exchange data efficiently. People will be able to obtain the information in less time and adjust to their context.
  • Data is more secure. It allows exchanging personalized information that is also protect.
  • The data is sorted. More information can be access and easily understood.
  • It prevents data from losing logic. Deliver complete and accurate data that is not repeat or has errors.
  • It facilitates decision making since it allows obtaining better quality and more precise data.

Types of Data Management

Data management can be classified in various ways, among the most important are:

Related Data Management

It is a viral  management system because it is easy and fast to use. Furthermore, the data obtained is concentrate in tables that can be related to information grouped in other tables.

Flat Data Management

It is one of the most accessible data managers to use. Generally, it is use for software configuration since, in addition to having a language that people understand, it is also in binary format.

Hierarchical Data Management

In this category, the data collected is responsible for describing information such as songs or verses. However, they are not useful for solving real life issues.

Network Data Management

It is a highly complex data management system to obtain specific information. First, you must know all the data that is group or related.

Object-Directed Data Management

In this category, the programmed data is directed to objects where the information and its characteristics are one.

Functions of a Data Management System

For an information management system to work effectively, it must meet the following characteristics:

  • Data must be well define and accessible to meet the goals set by the organization.
  • The system must be able to quickly display the data that users request and modify it when asked.
  • The stored data must be register, safeguarded and protected from losses and people who do not belong to the organization.
  • The data should be easy to retrieve or restore in a system failure.

We share some tips to create a database correctly.

Problems Managing Data

Today’s digital business landscape requires organizations to be able to provide their employees, partners and customers with secure access to systems and applications anytime, anywhere. At the same time that this need is being met, management problems may arise, such as:

  • Maintain optimal database performance to ensure application productivity and availability
  • Comply with strict regulations, imposing modern security practices and access control measures
  • Database outages and downtime
  • It breaches, whether committed by hackers or employee negligence, are costly.

Data Management Objectives and Application

Data management is tasked with integrating all processes, from data collection to classification or deletion, considering efficiency and the entire “shelf life” of the data. From this derives the term data lifecycle management .

Data Collection

The data processing creates with the collection of the data. In this sense, data minimization becomes important: only necessary information should be collect. This obligation is also establish in the General Data Protection Regulation (RGPD). Therefore, data can only be processe if the data subject has given their consent or it is necessary for legal reasons, such as in the case of a contractual agreement.

The most effective way to ensure data quality is to enter it correctly. A careful record avoids unnecessary questions and corrections. In addition, the information should be save in the same format in which it will be used later. Every transfer or conversion can cause database errors.

Data Storage

The choice of storage location and format is critical. In addition to local storage, it is possible to choose the cloud as a storage location. Both solutions have their advantages and disadvantages. Local storage is easier to protect against unauthorized access. Cloud storage, on the other hand, is scalable and fail-safe. Therefore, for the most critical data, combined solutions are offer.

For large amounts of data, databases are the first choice for archiving. If specialize software is use, such as in accounting or warehouse management, the question of storage location does not need to be raise. Finally, you have to pay attention to compatibility with external systems and export options.

Data Security

data security is an important and complex issue in data management. It must be protect against loss, accidental modification and unauthorized access. The National Cybersecurity Institute (INCIBE) offers helpful and very detailed information in this regard. In its section Protect your company – Security policies, constantly update, the policies and guides that deal with the essential aspects and elements to apply security in the business environment are shown. Each policy contains a checklist for employers, technical teams and employees. Policies are available free of charge. Another advantage is that certifications under ISO 27001(such as the information security certificate) align with these policies and guidelines.


Management remains the administration of an organization, whether a business, a non-profit organization or a government body. It is the art and science of managing the resources of the company.