The idea that data is the new gold is a common statement today. But turning ones and zeros into value is a skill in itself. What does good data management mean for a housing corporation, and how do you simultaneously comply with laws and regulations? CorporatieGids.nl discussed this with Sander de Ruijter, Team Manager Finance and Information Management at Cazas Wonen.
Over the next few years, the corporation, which operates in the Utrecht-West region, aims to fully benefit from the data management foundation laid in the past two years. Sander begins: “What we want is for data management to enable our staff to focus fully on the output by digitising the input as much as possible.”
Limiting Data Sources
Sander gives an example: “Think about solving a tenant complaint. As an employee, it’s much easier to work when you have access to a complete dossier. This means no digging through various systems or, even worse, assisting the client with an incomplete file. To achieve this, we will focus in the coming years on limiting the number of data sources, automatically populating these sources, facilitating customer analysis and trends, providing context to data through metadata, and expanding work agreements and the data organization at Cazas Wonen.”
Merger Challenges
These ambitions come from the merger corporation, which was formed on January 1 through the combination of Provides and GroenWest. When asked if the merger presents additional challenges, Sander explains: “This year, we need to focus on merging two IT landscapes. We must ensure that we don’t lose sight of data management in the process. For example, combining the two DMS solutions is not just about merging data – it’s about making necessary adjustments to the architecture. You need to focus on conversion and functionality.”
Compound Interest on Data
Good data management ultimately ensures that data contributes to organisational goals, Sander states. “Like improving customer satisfaction. Moreover, good data management means that each project results in a structural solution or improvement. We often see data management projects that focus only on one-time improvements in data quality. These projects make limited contributions to the growth of the organisation because the problem will resurface in the future. Our approach is to stack results, creating a ‘compound interest’ effect on data.”
Building from Scratch
“Data management has been set up from scratch in preparation for the merger,” Sander reflects. “We started by developing a data management strategy, using our business plan as the foundation. The strategy not only contains goals and directions but also a concrete roadmap. So, after the strategy was delivered and approved, we could immediately start with implementation.”
One Platform
The policy also outlines the implementation of data source minimisation. “We want to use one platform – E-Content from Archive-IT – to manage all documents and content. Archive-IT helps us think not just in terms of an ‘archiving system,’ but about managing data. Specifically, we’re working with them on various aspects like optimising master data, automating regular and privacy laws, and utilising the same content in different situations.”
Balancing Legislation and Data Value
An important balance in data management is complying with laws and regulations while maximising data value. “For this, during the implementation of E-Content – as part of the project – we had a DPIA carried out. We translated this into both the architecture and work agreements. Now, we have a mechanism in place where retention periods are automatically set and documents are prepared for deletion. However, the process is designed to include checks, so nothing is deleted unnecessarily. We also have the option to retain documents longer than the prescribed period, for example, when the document is part of a process file. This prevents us from ‘throwing out the baby with the bathwater.”
Personal Touch
Sander continues: “My colleagues are enthusiastic about data management because they see the benefits of well-organised data. Of course, not everyone is thrilled with the technical side, so we try to promote and execute data projects in simple, accessible language. The mindset you need is simple: data is the future, and everyone in the organisation is responsible for it. Positively, because you gain so many benefits, or negatively, because no one can avoid digitisation.”
“We also see that some people still view data as something belonging to the IT department. Anyone who holds onto that perspective for a few more years will simply miss out. Whether you’re a healthcare provider, municipality, or housing corporation, you are increasingly becoming an ICT company. But with a personal touch.”
Proud of Progress
Reflecting on their progress in data management, Sander says proudly: “We’re well on our way and secretly quite proud of our comprehensive approach. We’ve established the foundation and implemented five data management themes – data inventory, master data sources, data organisation, data security, and data governance. However, data management never stops and can always improve. But we’re well on track.”
Source: CorporatieMedia