While it can be tempting to use a spreadsheet to build information governance tools, there are real benefits for using purpose-built software like a.k.a.

Integrated for greater efficiency

A relational database enables links to be made between different data elements. The a.k.a. templates make extensive use of link fields, lookup sets and relationships to streamline data entry, eliminate redundancy, and ensure consistency.

This functionality allows you to build an integrated information governance toolkit, linking information assets to classification, retention policies, legislative requirements and organisational roles.

Smarter reporting

a.k.a. exports to the web, so end-users can easily access and navigate taxonomies using hyperlinks.

With a database, you can extract the data in myriad ways and create multiple reports from a single dataset. Our interactive reports allow users to slice and dice the dataset to extract the specific information they need. The end result is improved accessibility, functionality and usability.

Spreadsheets are boring, bland and cumbersome. Professionally formatted, targeted reports will be more readily adopted across the organisation and taken more seriously by senior management.

Remember: it’s not enough to collate information – it’s what you can do with it that matters.

Shared editing

With a database, multiple users can access and edit the database at the same time. Version control is ensured because there’s no need to make copies.

Shared ownership

Enterprise information management is a shared responsibility. A well-crafted database design is extensible and can accommodate the needs of multiple stakeholders across the organisation.

Greater capacity

Scalability is always an issue with spreadsheets. A database has the capacity to hold large numbers of records without a decline in performance.

Easier to control

Unlike a spreadsheet, a.k.a. separates the data from the design. This means that design elements such as field length, format and syntax can be controlled by the administrator and can’t be inadvertently messed up by end-users.

Easier to maintain over time

While building information governance tools may be a project, maintaining them is a process.

That process can be managed more easily by building smarts into the database to ensure regular reviews and updates.