Managing data utilization

The use of data is the method of using information to help company activities. Data consumption powers data administration. The organisation acquires, manages, accesses and preserves all data in order to support its mission and operations by utilising that information. It is the responsibility of the organisation, its units, and all staff to use data only as necessary.

When handling data utilisation, consider the following:

  • Which information is used?
  • Purpose for which information is used
  • How information is used?

Guidelines for data utilization

Follow these guidelines when handling data utilization:

  • Use data for accepted purposes only.
    In order to support its mission and processes, the organisation collects data. Data management decisions are focused on the mission and needs of the organisation, including appropriate uses of data. The company and its staff are responsible for their use of information. The company’s performance is sufficiently helped using data; misuse of data has repercussions and increases risk.
  • Using only data that is required.
    You help reduce the risk inherent in data use by using only the data applicable to and appropriate for a company related operation. It can increase risk by using unnecessary data, especially sensitive data. For example, if a report is requested that lists the employees for a mailing list in your units, choose a report that shows only names and email addresses instead of one that contains identification number or salary plans.