Essential steps to maintain fleet data integrity
2020-10-01T22:00:00.000Z
Data integrity refers to the idea that data is reliable and accurate throughout its life. Data quality and data security, often confused with data integrity, are two concepts that support the ultimate goal of having undistorted and therefore accurate data for your business.
Ensuring this integrity starts with having clear goals for your data, systems, people and processes, and having confidence in the software your company uses.
Achieving data integrity
1. Make sure your software can store the original source data by uploading attachments, such as copies of inspection reports, invoices, fleet-related administrative documents and more. This eliminates the need to retain paper, but maintains accurate electronic records in their original forms.
2. Make sure your system has an accurate audit trail with chronological records that identify data entered by date and user and include additions and changes.
3. Apply limited access to users by placing them in groups that have predefined rights, views and ability to act on data. Less is more when it comes to allowing users to see and control your company's data. In the long run, it also makes it easier to train on specific procedures.
4. Train your users to enter data that enables them to perform their duties. If they receive adequate training and expertise, the quality of the data provided will improve and promote data integrity. Provide updated documentation on a regular basis to demonstrate ongoing system support.
The benefits of data integrity
Successful data integrity requires a coordinated effort and buy-in from the day-to-day user to the system administrator and requires continuous planning, execution and monitoring.
The benefits of selecting software that helps you achieve this goal by creating the right workflows can result in the following efficiencies for your business:
1. Generates trust from the end user, system users and stakeholders.
2. Provides a clear and clean audit trail for organizational accountability.
3. Uses accurate reporting to make rational and more robust decisions.
Can you describe your data as having integrity? Many fleet companies can't claim that, but a fleet management software upgrade, coupled with the above steps, can produce dramatic results.