Maintaining Data: Ensuring Continuous Data Quality

The quality seal is a data governance mechanism that marks the state of accurate and up-to-date data on a fact sheet. A responsible or accountable subscriber approves the seal after verifying the correctness and completeness of the data. If anyone else makes a change, the seal breaks and needs to be checked and re-approved.

The responsible or accountable subscriber can see changes through the quality seal indicator at the top right of the fact sheet. A broken quality seal triggers a "check needed" status, prompting verification and re-approval.

On the fact sheet configuration page, admins can enable or disable the quality seal feature and its states for each fact sheet type.

Check needed

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Indicates that the quality seal is broken and verification is required due to changes made by users who are not responsible or accountable for the fact sheet.

Approved

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Indicates that the responsible or accountable user has reviewed and approved the fact sheet.

Draft

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An additional state, which the admin can enable, indicates that the fact sheet is not yet finalized or approved. When enabled, all new fact sheets with mandatory attributes will be created in the draft state.

Rejected

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An additional state, which the admin can enable, indicates that the fact sheet is being removed from the data quality process and that there is no need to maintain it further.

The quality seal breaks when attributes or fields like name, description, mandatory/non-mandatory fields, and relations are updated. Changes in subscriptions, comments, metrics, and surveys sections do not break the seal.

Admins can set a renewal interval (e.g., 30 days, 3 months) to automatically break the seal and ensure that data quality is maintained continuously.

Who can edit information on a fact sheet, and does that input break the quality seal? See the table bellow.

When the quality seal feature is enabled, an icon appears at the top of each fact sheet of that type. Responsible or accountable subscribers can click the icon to change the quality seal state from the drop-down menu.

The quality seal automatically breaks when fact sheet attributes are changed. It can also be manually broken to indicate the need for a review or an update (e.g. if errors have been identified). Breaking the seal notifies all responsible and accountable subscribers.

Users without permission to change the quality seal can only view its status.

See the example below on how to approve or break the quality seal.

Start: Quality seal changes

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Let's see how you can approve or reject a fact sheet based on the accuracy of the updated information and how you can get notified of any changes.

Step 1: Navigate to the quality seal

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Navigate to the upper right corner and click on the drop-down menu to see the available options to change the quality seal state.

Step 2: Approve the fact sheet changes

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You can approve the quality seal by selecting approve fact sheet which opens a pop-up window asking you to provide the information why you are approving the fact sheet. If you decide to type in the answer, you can always see it in the comments tab of the fact sheet and delete it if you wish. Then, you click save.

Step 3: Approved quality seal

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Now, the quality seal is changed to approved.

Step 4: Breaking the quality seal after being approved

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There is a way to break a quality seal after being approved. You can click on the drop-down menu, as shown, and click on the break quality seal.

Step 5: Confirm the breaking of the quality seal

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Like with approving, clicking break quality seal will open a pop-up window asking you to provide the information about why you are breaking it. If you decide to type in the answer, you will see it in the comments tab of the fact sheet. You can delete it if you wish. Then, you click save.

Step 6: Returning to check needed

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This will return the quality seal state to check needed, and you, as responsible, will need to check the data quality and approve it again if they are correct.

Step 7: Setting up the notifications

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To stay up-to-date, you should set up your notifications, which are customizable by going to the top right corner of your profile and clicking on my settings. Navigate to notifications, and under data quality, choose the option you prefer. We suggest choosing instant notifications so that you are immediately informed when changes to the relevant fact sheets happen.

Summary

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Note

Quality Seal

Quality seal ensures data integrity by assigning approval responsibility to accountable and responsible subscribers of fact sheets. When broken, it prompts verification and approval of fact sheet information.Read more

These are simple changes. Checking and changing the quality seal state will support the accuracy of your organization's data, and you play a crucial role in maintaining it. To learn more about the quality seal, look at the link provided above.