🕵️ How to ensure your data integrity 🕵️
In preparation for an audit, it is crucial to update your database to demonstrate your organization's diligence in data management.
This process ensures not only the security and regulatory compliance of your system but also the relevance of stored information.
Data Evaluation: Identification of Obsolete Data
To determine which data in your database has become obsolete, it is important to review each data segment according to specific criteria:
Users:
Review all users listed in your platform to archive any users who are no longer part of your company. You can contact your Mercateam representative to delete these archived users to maintain a clean database.
Mercatips:
Updating my users allows me to obtain accurate data on usage rates and to track monthly activity more precisely.
Employees:
Identify duplicate entries for the same employee and consolidate them into a single employee profile. Archive or delete any inactive profiles (in the case of interconnection implementation, this archiving will be automatic).
Example: I have two profiles for the same employee, each with a different employee ID. One is historical and contains all the employee's skills and certifications, while the other was automatically created by the employee import via your HRIS and is empty.
Mercatips:
Copy the employee ID you want to keep.
Archive or delete the irrelevant employee profile.
Replace the employee ID in the profile to keep with the correct one.
Skills:
Review the listed skills to identify potential duplicates and obsolete skills.
Mercatips:
Consider sorting your skills alphabetically to easily identify duplicates!
You can reach out to your Mercateam representative to mass update your skills.
Certification:
Just like with skills, search for duplicates and assess the relevance of each certification. Also, check for certifications that do not have an expiration date.
Mercatips:
Consider sorting your certifications alphabetically to easily identify duplicates!
You can reach out to your Mercateam representative to mass update your certifications.
Skills and Certifications Matrix:
Review the relevance of specific skills and certifications on the matrix and update them accordingly.
Mercatips:
Check the options "Display Multiskilling" and "Display Number of Skills per Employee" to identify the most critical skills and certifications and compare them with the actual situation in the field.
Job Matrix:
If changes have been made to the site configuration, verify if the current positions reflect this new configuration. Also, ensure that the required skills and/or certifications for these positions are up to date.
Assignment Planning:
Regularly monitor alerts regarding assigned positions to ensure that all assignments are relevant.
Mercatips :
If a "missing certification/skill" alert appears when assigning an employee, consider:
Whether the required skill for the position is properly configured or if the position requirements need adjustment.
If the employee is currently undergoing training for this skill.
If the employee already possesses this skill and the skill matrix needs updating.
Any other relevant considerations.
Training:
Review ongoing training sessions to identify potential duplicates and those that have become obsolete (especially those with long-expired end dates).
Mercatips :
Use filters to detect duplicates!
Verify the relevance of training sessions with expiration dates that have passed a certain period of time.
Content:
Use clear and coherent descriptive terms to name the elements of your database. Avoid obscure acronyms and prioritize simplicity for universal understanding.
Mercatips :
Differentiation of Skills and Cleareances: Use codes such as "C12" for skills and "H14" for qualifications to clearly distinguish them within your system.
Assignment of Document Types: Define document types such as "EN9100 Standards," "Instruction Manuals," or "Training Documents" for effective identification and filtering of your content, thus facilitating their management.
Association of Content with Workstations: To simplify content access, directly link them to corresponding positions within your system, making it easier for employees to search for and utilize resources.
Cleaning Criteria: How to Proceed?
After identifying obsolete data, cleaning can begin according to these criteria:
Regular Updates:
Schedule periodic audits to reassess the state of the data. This can help maintain a healthy and relevant database.
User Feedback:
Incorporate user feedback into the audit process to identify areas that may require special attention or improvement and raise them during your meetings.
Documentation:
Document the audit and cleaning process for full transparency and to facilitate future audits.
Mercatips: Some bulk data modifications can be performed by the Mercateam support team. To explore this option, please contact your Mercateam representative or directly via the support chat.
Please do not hesitate if you need support. We are always avalaible through Mercateam's chat support.