Introduction
In the realm of enterprise architecture, particularly within the Open Group Architecture Framework (TOGAF), the establishment of clear and actionable principles is crucial for guiding organizations in their data management practices. Building upon the foundational principles previously discussed, this article introduces a new set of principles focused on data sharing, accessibility, trusteeship, common vocabulary, and security. These principles are designed to enhance the quality, efficiency, and security of data management across the enterprise, ensuring that data serves as a valuable asset for decision-making and operational effectiveness.
New Principles for Data Management
Principle 11: Data is Shared
- Statement: Users have access to the data necessary to perform their duties; therefore, data is shared across enterprise functions and organizations.
- Rationale: Timely access to accurate data is essential for improving the quality and efficiency of enterprise decision-making. Maintaining timely, accurate data in a single application and sharing it is more cost-effective than managing duplicative data across multiple applications. The enterprise often holds a wealth of data stored in incompatible stovepipe databases. Efficient data sharing can enhance decision-making by relying on a single, accurate source of information.
- Implications:
- Education is necessary to ensure all organizations understand the value of data sharing and accessibility.
- Common policies, procedures, and standards for data management must be developed and adhered to.
- Investments in software for migrating legacy data into a shared environment are essential.
- Standard data models and metadata repositories must be established to facilitate data sharing.
- Cultural change is required to prioritize data sharing while ensuring data security.
Principle 12: Data is Accessible
- Statement: Data is accessible for users to perform their functions.
- Rationale: Wide access to data enhances efficiency and effectiveness in decision-making, allowing for timely responses to information requests. An enterprise perspective on data access ensures that a diverse range of users can obtain the information they need, saving time and improving data consistency.
- Implications:
- Education is needed to clarify the relationship between data value, sharing, and accessibility.
- Accessibility must be adaptable to meet the needs of various users.
- Access does not equate to understanding; users must be trained to interpret data correctly.
- Access rights must be clearly defined to prevent unauthorized modifications or disclosures.
Principle 13: Data Trustee
- Statement: Each data element has a trustee accountable for data quality.
- Rationale: As data sharing increases, it is essential that a designated trustee is responsible for the accuracy and integrity of data. This role eliminates redundancy in data entry and ensures that data remains reliable and trustworthy.
- Implications:
- A cultural shift from data “ownership” to “trusteeship” is necessary.
- Trustees must meet quality requirements and provide user confidence in data accuracy.
- Data should be captured electronically once and validated at the source to maintain integrity.
- Quality control measures must be implemented to ensure data remains accurate and current.
Principle 14: Common Vocabulary and Data Definitions
- Statement: Data is defined consistently throughout the enterprise, and definitions are understandable and accessible to all users.
- Rationale: A common vocabulary facilitates effective communication and data sharing across the enterprise. Consistent definitions are crucial for developing applications and interfacing systems.
- Implications:
- Significant resources must be allocated to establish and maintain a common vocabulary.
- New data definitions must be coordinated with the corporate glossary to ensure uniformity.
- Ambiguities from multiple definitions must be resolved to establish accepted enterprise-wide standards.
- Functional data administration responsibilities should be clearly assigned.
Principle 15: Data Security
- Statement: Data is protected from unauthorized use and disclosure, including sensitive and proprietary information.
- Rationale: While open sharing of information is important, it must be balanced with the need to protect classified and sensitive data. Compliance with laws and regulations requires safeguarding data while allowing for appropriate access.
- Implications:
- Data aggregation must be carefully managed to prevent unauthorized access and ensure proper classification.
- Policies and procedures for data review and declassification must be established.
- Security measures should be integrated into data elements from the outset, rather than added later.
- New policies are needed to manage the duration of protection for sensitive information.
Conclusion
The principles outlined in this article serve as a vital extension of the TOGAF framework, emphasizing the importance of data sharing, accessibility, trusteeship, common vocabulary, and security in enterprise architecture. By adopting these principles, organizations can enhance their data management practices, ensuring that data is not only a valuable asset but also a reliable resource for informed decision-making. As enterprises continue to evolve in a data-driven landscape, these principles will play a crucial role in fostering a culture of collaboration, accountability, and security in data management.