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Achieving Data Quality: 7 Metrics You Need to Track

Author – Bivor Shrestha (Director of Product & Services at Qualityze Inc)
01 Aug 2023
Achieving data quality, Qualityze Document Management

Qualityze Podcast : The Importance of Data Quality: 7 Metrics to Keep in Mind

Today, data drives the success of modern businesses. It powers everything from targeted advertising to personalized customer service. But with so much data at our disposal, it’s more important than ever to ensure its quality. The lack of data quality can lead to inaccurate insights, wasted resources, and lost revenue. But with the right approach, you can turn data into a competitive advantage.

So, are you ready to take your data to the next level? Please continue reading to find out why it’s so important to maintain high levels of data quality for modern businesses.

First of all, let’s understand Data Quality

Data quality is the overall fitness of data for its intended use. It refers to the accuracy, completeness, and consistency of the information used in decision-making. Organizations need high-quality data to make informed decisions, improve operational efficiencies, and achieve their goals.

Related Article: Data Quality Management: Benefits of Electronic Document Management System Every Business Owner Should Know

An example to understand the importance of data quality in quality management would be to imagine a medical practitioner trying to diagnose a patient’s illness. Unfortunately, the patient’s medical history is filled with inaccurate and incomplete information, making it difficult for them to make an accurate diagnosis. This could lead to the patient receiving the wrong treatment, leading to serious health consequences. In this scenario, the importance of data quality in quality management is evident – accurate and complete data is essential for making the right decisions and achieving the best outcomes and therefore having a Quality Management Software in the Healthcare Industry is must needed solution.

7 Key metrics that determine data quality

There are seven key metrics that determine the quality of data. These include:

  1. Completeness: This metric measures the percentage of records that have all the required fields filled in.
  2. Accuracy: This metric measures the percentage of records that have accurate information.
  3. Consistency: This metric measures the degree to which data adheres to established rules and standards.
  4. Timeliness: This metric measures the degree to which data is available when it is needed.
  5. Validity: This metric measures the degree to which data meets the requirements of the business or application.
  6. Uniqueness: This metric measures the degree to which data is unique and non-redundant.
  7. Integrity: This metric measures the degree to which data is protected from unauthorized access or modification.

However, there can be several other factors that determine the data quality such as relevancy. It’s important to note that data quality is dynamic and requires continuous monitoring, maintenance, and improvement.

To measure these metrics, organizations can use data quality tools that help to assess, monitor, and improve data quality over time. These tools can include data profiling, data validation, data cleansing, data governance, and data management.

Additionally, organizations can use surveys, customer feedback, and customer complaints to measure customer satisfaction, which also indicates the quality of data. For managing customer feedback and providing customer satisfaction we have Customer Complaints Management Software in our EQMS Suite.

Overall, measuring data quality metrics requires a combination of quantitative and qualitative methods, which includes using data quality tools and listening to customers’ feedback.

How to continuously monitor, maintain, and improve the data quality?

Continuously monitoring, maintaining, and improving data quality is an ongoing process that involves several steps:

  1. Establishing data quality metrics: Identify key data quality metrics that are relevant to your business, such as completeness, accuracy, consistency, and timeliness. These metrics will serve as a benchmark for evaluating the quality of your data.
  2. Data profiling: Analyze the data to understand its structure, content, and relationships. This will help identify any issues, such as missing values, outliers, or duplicate records.
  3. Data validation: Implement data validation rules and constraints to ensure that the data conforms to predefined business standards. This can include checks for missing values, data type and format, and range constraints.
  4. Data cleansing: Remove or correct any errors or inconsistencies in the data. This can include removing duplicate records, standardizing data formats, and filling in missing values.
  5. Data Governance: Implement a governance framework that provides oversight and accountability for data quality. This includes establishing roles and responsibilities, data policies, and procedures for data management.
  6. Data monitoring: Continuously monitor the data using automated tools and processes to detect and alert any issues that arise. This can include tracking data quality metrics, identifying new data sources, and monitoring data usage.
  7. Data improvement: Continuously improve the data quality by identifying and addressing the root causes of data quality issues. This can include implementing new data quality processes, updating data validation rules and constraints, and changing data governance and management practices.

It’s important to remember that data quality takes time and resources. By regularly monitoring, maintaining, and improving data quality, organizations can ensure that their data is accurate, consistent, and useful for decision-making.

How a cloud-based document management system help measure, manage, and maintain data quality?

A cloud-based document management system (DMS) can help measure, manage, and maintain data quality in several ways:

  • It helps with data analysis and profiling

    DMS can efficiently analyze and profile data in real time, identifying patterns, inconsistencies, and errors. This can help identify data quality issues early on and take corrective action before they become a problem.
  • It standardizes data validation

    Using DMS, you can ensure validation for all your data forms against pre-defined business rules and standards, ensuring that data is accurate and complete. This can help prevent errors and ensure that data is reliable.
  • It eliminates data redundancy

    DMS helps cleanse data by removing duplicate records, correcting errors, and standardizing data formats. This can improve data quality and consistency over time.
  • It helps implement best practices and data governance policies

    DMS can implement data governance policies to ensure that data is appropriately managed and protected. This can include controlling access to data, monitoring data usage, and auditing data changes.
  • It helps automate data management tasks

    A cloud-based document management system helps organizations automate data management tasks, such as data archiving, backup, and migration. This can help ensure that data is available when needed and that data quality is maintained over time.

It helps manage changes and document versioning

A next-generation document management software helps automate document versioning and keep track of the changes made to a document. This can help maintain the data quality and ensure you have the latest document version. Furthermore, when the system keeps track of all document versions, you can efficiently roll it back to any previous version. This helps in ensuring that the data is accurate and complete.

It ensures the protection of data

DMS helps implement robust security measures against unauthorized access and modification. This can include encryption, user authentication, and access controls.

  • It maintains audit trail

    A document management system efficiently keeps track of all the data changes, including who made the change, when, and what was changed. This helps in maintaining the data quality and identifying any errors or inconsistencies.
  • It facilitates collaboration

    An effective document management solution enables multiple users to access, edit, and share documents in real time. This helps ensure that the data is accurate, complete, and consistent.

All these features of a cloud based DMS can help organizations measure, manage, and maintain data quality over time, which leads to better decision-making, improved operational efficiencies, and achieving business goals.

What makes the Qualityze document management system different from others?

Several organizations recommend Qualityze document management system for the following reasons:

  • Scalability: Qualityze document management software system is cloud-based and can be scaled as needed. This allows organizations to manage a large volume of documents and data efficiently.
  • Flexibility: Qualityze document management systems can be customized to meet the individual needs of an organization. This allows organizations to tailor the document management workflow to their unique requirements.
  • Security: Qualityze document management system provides robust security features to protect data from unauthorized access or modification. This helps to ensure that data is secure and compliant with industry regulations.
  • Collaboration: Qualityze document management system allows multiple users to access, edit, and share documents in real time. This helps to improve cooperation and efficiency among team members.
  • Automation: Qualityze document management systems can automate many of the manual tasks associated with document management, such as data entry, data validation, and data cleansing. This helps to improve efficiency and reduce errors.
  • Reporting and Analytics: Qualityze document management software provides powerful reporting and analytics capabilities that allow organizations to gain insights into their data and track performance over time.
  • Easy access: Qualityze document management system is accessible from anywhere. This allows users to access, edit and manage documents from any location.
  • Integrations: Qualityze document management system can be integrated with other systems and tools, such as enterprise resource planning (ERP) systems, customer relationship management (CRM) systems, and more. This allows organizations to share data and automate workflows easily.

Overall, the Qualityze Document Management Software solution is a powerful, flexible, and secure solution that can help organizations manage, measure, and maintain data quality. It can help organizations to improve efficiency, reduce errors, and gain insights into their data.

For more information or product demo, feel free to contact our customer success team at or 1-877-207-8616, and we will be there to assist you at earliest.



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