Effectively managing your data is critical for compliance, risk reduction, and informed decision-making. Data mapping and inventory are foundational practices for any organization aiming to handle data responsibly.
What Are They?
Data Inventory is a detailed catalog of your organization’s data assets—what data is collected, where it’s stored, how it’s used, and who has access to it.
Data Mapping shows how data moves through your systems—how it’s collected, processed, shared (both internally and externally), and ultimately disposed of. It captures the entire data lifecycle.
Together, data inventory and mapping provide a comprehensive view of your data environment. This visibility helps you identify risks, meet compliance requirements (like GDPR, HIPAA, FERPA), improve efficiency, and reduce data exposure.
How to Get Started
- Collect and Classify Data
Identify all sources and types of data. Classify data based on sensitivity and relevant regulatory requirements.
Map Data Flows
Document how data moves through your organization—from collection to storage, use, sharing, and disposal.
Assign Ownership
Designate data stewards or owners to ensure accountability for each dataset.
Keep It Current
Regularly update your inventory and maps to reflect new data, systems, or regulatory changes.
Track Metadata
Capture key attributes like data format, retention schedules, and access controls.
Tools to Support Data Mapping and Inventory
From basic spreadsheets to sophisticated automated platforms, a wide range of tools can support your efforts. The right tools can streamline documentation, automate discovery, and ensure your data maps and inventories remain accurate and up to date.
Data mapping and inventory aren’t just technical exercises—they’re strategic practices that help you understand, protect, and make better use of your data. With clear visibility, assigned ownership, and the right tools in place, your organization can enhance compliance, minimize risk, and make smarter, data-driven decisions. All MOREnet full and basic members have access to Missouri Student Data Privacy Alliance which has more information about Data Mapping. You can learn more at https://www.more.net/solutions/security-data-privacy/student-privacy/missouri-student-privacy-alliance/