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How A Centralized Database Makes a Difference?

01 Aug 2023

Is your quality management system limiting you from making informed business decisions? You have enough of quality data, but cannot access and manage it all from a distant location? Centralized database will work just fine to give you more control and confidence in managing your quality records from anywhere across the globe.

What is Centralized Database?

In centralized databases, all information is stored in one central location. Maintaining and modifying the site requires access to the internet through a LAN or WAN connection. The businesses that need to manage enormous volumes of data across multiple locations use a centralized database.

How Centralized Database Helps?

  • Break Down Data Silos

Data sharing helps organizations make more informed decisions and achieve better results. However, it is not in the company’s best interest to create data silos since they hinder free-flowing information. A data silo is a remote repository of fixed data that remains within the authority of one department while being left to grow in isolation from the rest of the company. Usually, silos form when each department’s priorities, responsibilities, and benchmarks within an organization differ. The proliferation of different data points caused by data silos can often pose a problem for organizations. The more departments work together, the less clear it becomes about which data is most accurate. A company fragmented by siloed information caches is forced to run without a clear focus on the bigger picture because different divisions cannot see it all together.

Using centralizing entity data, all information is consolidated into one shareable source, removing data silos. Managing competing data sets in this way minimizes reconciliation times while reducing the impact of incomplete or inaccurate data on user efficiency. A centralized database also improves collaboration across divisions and increased opportunities to share information for problem-solving since all divisions had access to the same foundation of knowledge.

  • Clean Up Your Data

Companies endure high costs due to inadequate data. An analysis by Gartner found that problems with inadequate data occur at the expense of $14 million per year on average. A separate survey conducted by LeadJen estimated that companies could lose up to $20,000 per sales rep per year due to inadequate data. Multiple users interacting with various data sources often lead to incomplete data accumulation in business environments. The result is inaccuracies and duplications. The problems affecting these operations are incorrect customer profiles, inefficient billing and processing processes, or inaccurate manufacturing requirements.

Related Article: Digital Records helping Manufacturing Companies to reduce the Quality Costs to Halves

By establishing a single, centralized data source across your organization, you can reduce the risk of insufficient data negatively impacting your business. Having centralized data sources allows you to maintain and clean them more efficiently while keeping accurate and verified data. The cleaning process involves removing obsolete entries and removing duplicate copies, allowing you to arrange data into valuable indexes. The purpose of data cleansing is to streamline business processes and uncover integration opportunities. The most important aspect is that you can count on the data you use for your day-to-day decisions. You can also rely on a next-generation Quality Management Software for Manufacturing with centralized database to make most of your business data.

  • Ensure Better Data Governance

With the growth of business data, data governance is becoming increasingly essential. Data governance aims to create, evaluate, and use data at all levels within an organization while ensuring data security. The increased importance of data governance policy is about the safe use of personal data has also been emphasized by tighter regulations, and, increasingly, businesses use data governance policies to comply with regulatory demands.

Companies using decentralized data sources face tremendous challenges in integrating and protecting company data. The consolidation of data into a centralized database can help organizations improve their data governance capabilities. Data centralized in a single location enables your quality teams to access information quickly, clarify the security process, and minimize the risks of mishandling sensitive data.

  • Analyze and Optimize Quality

Businesses have realized the importance of data to their business. When data is treated correctly, it can earn revenue and offer growth potential. In business analytics, the understanding and manipulation of data are vital to getting actionable insights. But, as we’ve learned from various aspects of data management, the success of a data analytics initiative is directly associated with the integrity and quality of the data.

By consolidating all data sources, you can make better business decisions based on the same set of trustworthy data points. In addition, it allows you to target new products and services based on industry trends and changes. This lets your sales team better target your most desirable markets, maximize cross-selling and up-selling opportunities, and further improve customer relationships. In the end, the analytics that a streamlined data source delivers make your company more agile by making it more predictive and proactive to maintain its competitive edge.

Centralized Database: Role in Quality Management

Quality management requires enterprises to collect, analyze and share ample of data globally. Decentralized data sources can make it difficult for them to track quality trends, make informed decisions, and share critical business data securely, especially for highly regulated industries like lifesciences.

It is where it becomes important for companies to have a centralized database for all kinds of quality records be it nonconformance records, CAPA records, Audit records, and much more. However, security should be your topmost priority.

Nowadays, you can easily find a quality management software that comes with centralized database, allowing you to manage all your quality data on a single location. One such software solution is Qualityze EQMS Suite. It ensures:

1. Data Security

It’s perhaps the best reason to use centralized data management. With our transition process, your data will be secured with documentation and will only be accessible to users who are granted privileges. A central repository provides the security to store business-related data, so you don’t have to keep it on multiple devices and platforms, prone to lose during and after the study.

2. Data Integrity

Centralizing data management leads to the most significant level of data integrity. Any expert in data management will tell you that your database should contain no redundant data. Your system is compromised when you add multiple databases and files. Centralized data management ensures that your company has access to the most up-to-date data. Any employee can update information vital to your company through this system.

3. Data Consistency

A central repository allows an organization to manage data feeds consistently throughout its internal system and global office. You can utilize a document management software solution with centralized repository to clean, validate, and prepare data files for distribution.

4. Operational Efficiency

If a single business unit controls an organization’s data, resources used to manage data can be redirected to core business functions. In addition, this eliminates the need to process data, thereby limiting the chances of companies making uninformed business decisions manually.

5. Reduced Costs

Businesses can reduce costs by centralized data management. It is significantly less expensive to maintain one central system than numerous systems, especially if it runs multiple locations. Moreover, a centralized database requires lesser for storing and processing data, which eventually helps reduce costs.


Your organization is capturing data every day. But how is this information being stored, analyzed, and utilized for making better business decisions? A quality management system with centralized database may help you overcome data management issues and prepare your organization for the competitive challenges.



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