Whether you are working on with in-depth data analysis or handling medical records for your clients, having too much at once can be a frustrating problem. You need all the information that you have gathered, but sorting through it, keeping control of the reports and storing it effectively can each be too big of tasks for your current setup. There is help, however, in the form of tips and tricks that you can use to cut down the size of the problem without harming the result.
Get Help
One of the first things you should do is to look at who, or what, can help you handle the large-scale data and records that you have. Whether you are looking for someone to help you input the data or to build the software you need to analyze it, finding freelancers on sites like Talentpowered can let you access the skills of a data manager, software developer or data entry specialist for just the one project. This can leave other employees on their current tasks without extending your timeline.
Determine Storage Methods
It is a good idea to make a copy of your data before you make any changes to it so that there is a place to start over from if needed. For some companies, physical copies of records are the best way to secure the information and to cover legal bases. An example of this is in medical facilities or legal firms, where file rooms need to be easily accessed and secured against accidental damage or unauthorized access.
Whether you have digital or physical storage, however, you will need to set up a system to find, keep and store your data. If you can have this system in place before collecting the data, then it can be easier to scale it up as the records start flowing in.
Set Analysis Criteria
The reasons you have the data will change how you analyze it, so it is a good idea to know what you are looking for before purchasing or developing software to help. For some companies this can mean keeping the raw numbers of how many customers and how much they spent to run an analysis on how much profit was made in an average transaction; for others it means comparing the number of items purchased versus the number of products returned to improve manufacturing methods. Many students will analyze large-scale data to write experiment results, report on a quirk of the market and much more.
Record Everything
Even though you will have an unmanipulated copy of your data set, it is still a good idea to record every step you took in manipulating it. This can help you check if an anomaly is something to be investigated or a mistaken keystroke in an earlier step. You can do this through using version-control systems as well as through written records, depending on your set up. These records can help others double check your methods and findings as well as provide the basis of your final report.
Limit Access
Keeping your data secure is the best way to get the correct results from your analysis as well as prevent the theft of intellectual property and client identities. One of the best ways to do this is to limit access to the data and records to as few people as you can through physical security such as locked cabinets and cameras or cybersecurity like encryption and firewalls. Many companies will use a combination of both physical and cybersecurity with a robust system of access cards, segmented data access and recording devices.
Handling large-scale data sets and records does not have to be as intimidating as it may seem when you have the right help, storage systems and security features. Saving a copy of the information before you manipulate data sets and recording the steps you take through different analysis versions can give you an added layer of security.
