Unplanned data maintenance and storage costs

Recognize these symptoms?

User-complaints regarding a slow CRM and related reporting system?
Difficulties to find the right data?
Incomplete, low quality and double data?
Long report refresh time, or worse, not receiving reports at all?

Unplanned data maintenance and storage costs

Beware, uncontrollable corrective data maintenance and data storage costs are likely hidden below the waterline.


5 Tips to mitigate your risk

Let us approach this in swift and fearless fashion!
Here are 5 tips to manage potential uncontrollable corrective data maintenance and data storage costs.


Tip 1 – Guidelines and training on data quality

We know, this is no rocket science. “Garbage in is garbage out”.
However, one would be surprised to discover how different every user approaches data entry into CRM.

Start with simple and well communicated guidelines for data entry, search and maintenance. It is a best practice to provide hands on training and motivate discussion among the participants. A supportive “How-To” video can be surprisingly effective.


Tip 2 – Data entry gate keeping

Typically, a professional CRM-system provides the possibility to enforce specific data formats (e.g. tel.nr., email, currency, …) and data rules to make data management ‘dummy-proof’.
Automation eliminates ‘error-sensitive’ manual intervention.
A solid security setup, based on roles and responsibilities, is the basis for correct data management: e.g. who is allowed to execute bulk imports?
Simple approval flows safeguard the quality of master records: e.g. customer, orders, marketing actions.


Tip 3 – Store your data on the right platform

Consider the different types of data that you work with: pure data or files, pictures, video, logs, etc … .

Although CRM might be your single point of entry, behind the scene, there are several technics to store your data in a cost efficient way. You may consider a dynamic link between your CRM and a document management system (like Microsoft Share Point) or a data ware house system in Microsoft Azure.

Intelligent archiving will move less relevant data to more cost efficient storage platforms, while conserving full access.


Tip 4 – Optimize your integration architecture

When there is a requirement to exchange data from one system to the other, start by creating a strong vision regarding your data architecture, including the required integrations.

Systems evolve, data requirements evolve, organizations evolve.  You need an architecture that is set for the future.  Consider selecting future proof technology that is scalable to your needs.
Evaluate standard “API’s” (Application Programming Interface) in a scrutinized way: Are they complete? Which  fields can be integrated? How can the sync frequency be scheduled? “Incremental” of “Full Sync”? What is de impact on performance?
Avoid suboptimal quick wins: e.g. Excel data sources, mixing ‘csv-’ & ‘xml-’ imports.


Tip 5 – Your Data Maintenance Plan

Planning regular data audits will give you insights on the data quantity and quality evolution.

You will be able to estimate the impact on data maintenance & storage costs and plan ahead.

Your plan should likely contain quick win improvements and medium to long term innovations. Balance corrective versus pro-active maintenance actions.


Drop us a note if you wish to discover more! Contact Avento!