10 Tips for Maintaining Data Accuracy

Tip Sheet

Protect your organization from unnecessary expenses and decrease the time spent on data management with these ten tips for maintaining data accuracy.

Proper data management is essential to researching and developing new pharmaceutical products, however, how do you ensure accuracy in your data entry and avoid data entry errors when many R&D teams still rely on paper and pen to capture lab notes?

With the availability of digital data entry tools, such as electronic lab notebooks, you can avoid the many risks associated with paper data entry, such as data accuracy issues created during manual transcription, duplicated work, loss of IP and unauthorized people accessing confidential information. Because data scientists spend so much of their valuable time getting to the analysis starting point, paper-based lab notes cost organizations a lot just on the data entry process. Here’s how to ensure data accuracy, protect your organization from unnecessary expenses and decrease the time spent on data management with these ten tips.

Tip 1: Create a centralized database

Store and organize data in one place so that it can be easily accessed by whoever needs it. Within a lab environment, providing access to the results of research and experiments will avoid the unnecessary and costly duplication of work.

Tip 2: Capture and store all data results

Capture all measurable results from research for reference. Whether relevant to the original hypothesis or not, colleagues might be able to use by-product data for other purposes. An electronic lab notebook (ELN) facilitates complete data capture, a process that isn’t as practical when completed using traditional note-taking methods.

Tip 3: Don’t put pen to paper

Type notes to reduce mistakes. These days, most people actually type faster than they write, and it is easier to read than handwriting, too! According to a study, 1.5 million patients in the US are affected by medication errors resulting from illegible handwriting. So, it’s easy to see how this leads to problems with clean record keeping. It’s also easier to add to typed notes and you can track additions over time.

Tip 4: Assign permissions to change data

Establish procedures for who has permission in your organization to change data. This will limit the chances of information being edited incorrectly and protect your company’s intellectual property.

Tip 5: Keep data sources in sync

Make sure that the most recent version of a file is easy to find whenever data is being updated from multiple sources at different times – especially when the information needs to be accessed while an update is in progress. This is much easier with a cloud-based digital database, as updates are in real-time.

Tip 6: Standardize the data entry process

Define a structured process for employees to follow when entering data. A company-wide guide to data entry and standard operating procedures will ensure consistency and data quality from the moment information is entered into each record type within the organization.

Tip 7: Simplify the data entry process

Restrict the number of options within a field to limit potential errors and help standardize information. With digital data entry, it is as simple as providing a drop-down list of fields, where only one is available for selection. This also has the advantage of standardizing formatting in your organization.

Tip 8: Merge duplicate data

Streamline your database by merging duplicate files. Simply deleting duplicates can lead to the accidental loss of information. A digital database allows data to be updated to the most recent version instantly while keeping a track of changes, eradicating unnecessary duplicate records.

Tip 9: Get staff on board with your data procedures

Establish best practices for record keeping and data entry as an integral part of your employees’ job roles. If you are introducing a new system, such as an ELN, provide plenty of training and ongoing support to encourage user adoption.

Tip 10: Audit data regularly

Proactively perform data audits on a regular basis to see what information needs to be fixed and which areas of your data entry process need improvement. Integrating audits into your data management will help to mitigate security and compliance issues.


Contact us today to find out how the IDBS E-WorkBook can help you maintain data accuracy in your organization.

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