If you want to have the best inventory for your data recording and safekeeping, it is imperative for you to prepare a data inventory document. Creating the specified inventory tool can help you have an efficient data inventory management. With these, do not be hesitant and try to make the particular data inventory document that is fit for your business or organization’s needs.
5 Steps for Drafting a Well-Structured Data Inventory
Do you want to know the procedure that you can refer to so you can have the capability to draft a well-formatted and highly-structured data inventory? To help you with your data inventory development efforts, we came up with a five-step process which is presented and discussed below.
Step 1: Specify the Data That You Want to Store or Observe
Depending on the data that your business or its departments work on, there are different information that can be kept in a simple data inventory spreadsheet. With this, it is imperative for you to first understand the qualities and characteristics of the data that you will list in your own data inventory.
Step 2: Download a Printable Data Inventory Template
Based on data specifications and presentation, select a data inventory template that you will use as a guide for formatting your desired document. Ensure that the template that you will choose is aligned with the content discussion, documentation, and updating processes involved in your data inventory management.
Step 3: Create a Header, Title, and Instruction Block for the Inventory
To make the document truly your own, include your business header on the top part of the inventory layout. Also, ensure that you can easily identify the data inventory with the help of a title line. Lastly, provide instructions on how your stakeholders can make use of the actual data inventory. Provide notes about one’s responsibilities and limitations with regards to data inventory usage.
Step 4: Alter the Content of the Data Inventory Template Body
The content presentation seen on the body of your data inventory must be well-planned. Just like any types or kinds of asset inventory samples, ensure that your data inventory will have a detailed and understandable listing of all the data that you need to store for any given purposes.
Step 5: Print and Save the Final and Approved Data Inventory Draft
Recheck the format and content of the document so you can decide if the final draft of the data inventory is already good to use. Print the data inventory when needed and make sure that you will save a copy in your database so you can digitally store all the information included in the printed data inventory.
11+ Data Inventory Template
1. Free Data Inventory Template
It is essential for your business to have an understanding and awareness of the data that you have at hand. Knowing available data specifications and data sources can enable you to develop a strategic business action plan. With this, refer to a free data inventory template that can give you the ability to develop a detailed data inventory.
2. Personal Data Inventory
Aside from the fact that a data inventory can be highly-usable for business intelligence, there are also instances where personal data inventory documents are created with the help of inventory templates in PDF, Word or Excel for purposes of employment and other applications. A personal data inventory is created and used by the human resource management to have access to personal details of an applicant.
3. Comprehensive Data Inventory
It is essential for your data inventory to be complete, cohesive, and specific. A comprehensive data inventory can be beneficial to your organization as it contains all information about the data at your disposal which you all can use to maintain your operations or better your work processes and both internal and external interactions.
4. Data Inventory Validation
There is a need for data inventory validation to occur so the management can specify the importance of having an impressive data inventory document. Most, if not all, of your stakeholders must be knowledgeable of the data inventory’s usage so they can also contribute with the efficient development of the specified inventory document.
5. Sample Personal Data Inventory
A sample personal data inventory can be easily done if you will use references like Excel inventory samples and templates. Ensure that your presentation of data is clear and understandable. More so, you always have to check the accuracy and precision of all details so you can come up with a credible and fact-based document.
6. Basic Data Inventory Template
Be particular with the standard information that should be seen in a basic data inventory template. Even if there are different kinds of data inventory, ensuring that the information about data specification; data usage; and data owners or sources is necessary.
7. Service Data Inventory Template
For a service data inventory template to be highly-utilized, you have to know the reason why you need the data inventory that you are making. Not all inventory templates are the same in terms of content and format which is why you have to be well-guided for the very beginning of the data inventory development.
8. Administrative Data Inventory
An administrative data inventory should be systematically created. For one, administrative works are very critical and data-oriented. Any mistake in content formatting or specification can already change how a particular data is perceived or documented. Make sure that you will list down all data description and data formats accordingly.
9. Formal Data Inventory Example
If you will have a thorough understanding with regards the data that you currently have, you can focus on the ways on how these data can be beneficial to your operations and stakeholders. With a complete and structured inventory database at hand, your formal data inventory example can be filled with important and relevant details which can positively affect the structure your data inventory management efforts.
10. Data Processing Inventory
Data inventories are considered as great business tools. A data processing inventory can help you know or measure the accessibility of available data. This type of data inventory can showcase the entirety of data life cycle. With this, you can properly interpret the data usage of each business area or department.
11. Digital Data Inventory
Create a digital data inventory that works. To do that, you have to consider the data sources that you will use. You can conduct group or one-on-one interviews, provide questionnaires and surveys, or even personally and manually collect data information within your organization.
12. Community Data Inventory
It is not only businesses that can benefit from a data inventory. Communities and organizations can also develop data inventories that are suitable for the data inventory management needs. The key point of using a community data inventory is to allow leaders to connect with the specific people who are responsible for the usage, documentation, and updating of particular community data.
A sample data inventory can help you have a hold of all your data descriptions, from their formats up to their actual usage to your operations. Develop a data inventory spreadsheet or document now. Set the right foot for the development activity by downloading the template samples that we have listed above.