Ringgold Webinar Series Session 4 February 26 2014

Today’s topic, in context

Your Business

Data Governance Program

Healthy Records

IDs

Agenda

1. Get Ready to Clean

2. Tidy Your Data in Three Steps

3. What to do Next

4. Ringgold’s Audit Service

One: Get Ready• What problem are you trying

to solve?

• Service issues, new journal, system migration?

• Prioritize your records.

• Geo, type of customer, scope of records?

• Gather tools & resources.

• People, information sources, time, money.

Remember……

Back up your original data, and work from a copy.

Make any changes there, then re-import.

Keep a copy of the pre-cleaned data in case you experience problems.

Two: Tidy Your Data in Three (Easy) Steps

Really.

Step 1: Create a Data Policy Document

A. Decide which elements are required

Which must be filled in now as part of the cleanup effort, or for the creation of any new records

B. Define each data element

Make a list including all fields of a record, and define what each means (and what it doesn’t)

C. Set naming conventions

To abbreviate or not to abbreviate?

English or Native Language?

UCL:

University College London (UK)

Université Catholique de Louvain (Belgium)

Universidad Cristiana Latinoamericana (Ecuador)

University College Lillebælt(Denmark)

Centro Universitario Celso Lisboa(Brazil)

Union County Library (USA)

Tip #1: Don’t reinvent the wheel

Use existing authority files where possible when defining data elements or setting naming conventions

ISO Country Code List (ISO 3166)

UN/LOCODE for Cities

Carnegie Classifications Data File

Standard Identifiers (ISNI, Ringgold ID)

Europa World of Learning for institution names

Tip #2: First draft only, for now.

Step 2: Fill in what is missing

Step 3: Put everything in its proper place

ID Title FirstName LastName Company Address1 Address 2 City State Postal Country Title

55897 Lt. Worf High Altitude Warfare

School

778 North Ring

Road, Gulmarg

90044 India Weaponry Weekly

587 Capt. Jean Luc Picard University of

Birmingham

Shakespeare

Institute

Edgbaston Stratford on-Avon UK Leadership Quarterly

55632 Dr. Beverly Crusher Katholieke Univ Leuven

Departement

Molecularie

Celbiologie

5963 Central

University Road

Leuven 3000 Belgium Journal of Interspecies

Bioengineering

57741 Com. William T. Riker Star Fleet 1 Ellipse Way Main Library San

Franisco

Calif United

States

Leadership Quarterly

Three: Next Steps

1. Evangelize the data policy document

2. Encourage & enforce good data governance practices where you can

3. Keep the ball rolling….

Review new records on a regular basis

Determine if additional data sets need attention

Educate new staff

Show tangible ROI

….and maintain good data hygiene

Outsourcing Data Normalization

Going beyond a quick “spring clean” Multiple accounts for each

customer

Multiple internal IT systems, different divisions, methods of data capture, etc.

Lack of information about which accounts are related

Missing key pieces of information

Lack of standard identifiers

What goes into a Ringgold audit?

Identify

Database

Regional & Language Expertise

Defined Process

Data & IT Professionals

Audit Process

Receive files from client

Normalise data (de-duplication

and auto-matching)

Data split into countries

Data assigned to appropriate

country expert

Researcher checks and matches to

Ringgold IDs, hierarchy

etc.

Researcher creates new IDs for unidentified

organizations

Data uploaded to Identify system

Client sent encrypted file via FTP with IDs and

metadata

Global Research Team

Audit deliverablesLots & lots of definitive, clean, structured data about your subscribers.

A series of files which provide the complete Identify details for each of your accounts

Unique Ringgold ID number

Institutional hierarchy

Additional metadata: size, tier, industry sector, consortia membership, alternative names, etc.

Data: Before

Customer

Account Customer Name Address 1 Address 2 City State PostCode Country

39824 Swets Info Services Aberdeen AB24 3FX Scotland

3994 Antoni Van Leeuwenhoekhuis Plesmanlaan 121 Amsterdam 1006 BE Holand

86101 Christchurch School of Medicine 2 Riccarton Ave Christ Church New Zealand

98897 Pohjois Karjalan Keskussairaala Tikkamäentie 16 Jeonsu 80210 Finland

90438 Keskusairalaa Pohojois Karl Tikkamäentie 16 Joensuu Finland

57700 WFH St Joseph P.O. Box 284 Milwaukee Wisc. 53210-9988

51648 Torbay Hospital Newton road, Devon, Torquay, TQ2 7AA Great Britain

20466 MHH Saueramferweg 5 Hannover 30625 Deutschland

79256 Serials Dept. 1-11-18 ChiharachoIzumi 594-1101 Japan

88279 Osaka Prefectural Medical Center 1-9-10 Kyomachibori Habikino 583-8588 JP

63641 Osaka Furitsu Seijinbyou Ctr 1-1-50 Fukushima Nishiku Osaka Osaka 537-8511 Japan

Data: AfterCustomer

AccountCustomer Name

RIN

NumberRIN Name RIN City

RIN

StateRIN Zip RIN Country RIN Url RIN Type RIN Sector RIN Tier

RIN Number

next level upRIN Name next level up

39824 Swets 1019 University of Aberdeen Aberdeen AB24 3FX United

Kingdom

www.abdn.ac.uk academic academic A4

3994 Antoni Van Leeuwenhoekhuis 1228 Nederlands Kanker Instituut -

Antoni van Leeuwenhoek

Ziekenhuis

Amsterdam 1006 BE Netherlands www.nki.nl academic/hos

pital

academic H5 1229 Institute for Research in

Extramural Medicine

86101 Christchurch School of Medicine 2494 University of Otago

Christchurch School of

Medicine and Health Sciences

Christchurch 8140 New Zealand www.chmeds.ac.

nz

academic/me

dsch

academic M3 58994 University of Otago

Faculty of Medicine

98897 Pohjois Karjalan Keskussairaala 4152 Pohjois-Karjalan sairaanhoito-

ja sosiaalipalvelujen

kuntayhtyma

Joensuu 80210 Finland www.pkssk.fi public/health public P2

90438 Keskusairalaa Pohojois Karl 4152 Pohjois-Karjalan sairaanhoito-

ja sosiaalipalvelujen

kuntayhtyma

Joensuu 80210 Finland www.pkssk.fi public/health public P3

57700 WFH St Joseph 5509 Wheaton Franciscan

Healthcare - Saint Joseph

Milwaukee WI 53210-

9988

United

States

www.mywheaton

.org/stjoseph

hospital hospital H2 5510 Wheaton Franciscan

Healthcare

51648 Torbay Hospital 7993 South Devon Healthcare NHS

Foundation Trust

Torquay TQ2 7AA United

Kingdom

www.sdhct.nhs.u

k

hospital hospital H2 53247 South West Strategic

Health Authority

20466 MHH 9177 Medizinische Hochschule

Hannover

Hannover NI 30625 Germany www.mh-

hannover.de

academic/me

dsch

academic M3

79256 Serials Dept. 13608 Osaka Furitsu Boshi Hoken

Sogo Iryo Center

Izumi 594-1101 Japan www.mch.pref.os

aka.jp

hospital/childr

en

hospital H5 183158 Osaka Furitsu Byoin Kiko

88279 Osaka Prefectural Medical Center 13615 Osaka Furitsu Kokyuki Allergy

Iryo Center

Habikino 583-8588 Japan www.ra.opho.jp hospital hospital H2 183158 Osaka Furitsu Byoin Kiko

63641 Osaka Furitsu Seijinbyou Ctr 53312 Osaka Furitsu Seijinbyo

Center

Osaka Osaka 537-8511 Japan www.mc.pref.osa

ka.jp

hospital hospital H2 183158 Osaka Furitsu Byoin Kiko

Auditing Use Cases Understand & analyze your customer base

Disambiguate institutions & find duplicate accounts

Reveal institutional relationships with hierarchies

Enhance customer records with Identify metadata

Support pricing decisions & policies

Your audited records can act as an authority file of institutions in any system: editorial, MSS submissions, CRMs, financial, fulfillment, etc.

To sum up:

It’s absolutely worth it

You can do it

…But you may not want to do it alone

Questions?

We’d love to hear from you, and help you develop your roadmap to better data health.

Jay Henry Christine Orr

Chief Marketing Officer Sales Director

www.ringgold.com