Good Data Doesn’t Just Happen: A Few Steps for Better Recordkeeping


Blog by Brian Drolet

Are you frustrated you’re not receiving the data you need? Do your reports provide you the information you were expecting? Before ditching your records management software, you should examine your data business practices to ensure the processes for collecting data, the configurations and reports that hold and present your data, are functional and effective.

The elusive mystical data we are all chasing can be obtained, but the process has to be managed. If you want specific data, all participants in the collection and reporting of that data need to adhere to the same criteria, and all components must be defined and coordinated.

Do you have established business practices regarding workflow and data collection? Are your firefighters knowledgeable and trained regarding your data collection wants and needs. Is there a plan to get you the data you need, or are you thinking, it should all be there?

To get what you need, you will have to organize, plan and execute the work before seeing good data reporting. Your data needs to be reliable, dependable, consistent and repeatable. Without a data management plan, you can only hope you get the data you want or need; but hoping can lead to doubting, and doubting impacts the reliability and usability of the data.

The records management system you’re using is probably a good container of data holding area per se, but you have to establish how the programs are best utilized, how the data should be collected and what specific data should be reported.

As a first step, what may be needed is a review and recommitment to the goal of good data collection and reporting.

Secondly, set your data goals and define the work that needs to be performed. Set accountability and responsibilities, and be sure to implement training regarding data collection and review, prior to needing the data.

Good data management starts with a plan. Do you have one?

About the Author
Brian Drolet is a 25 year Career Firefighter with a Southern California Fire Department. He operates a Fire Department Data Consulting Service assisting over 100 Departments in various aspects of collection, reporting, Data Management Planning and defining business practices regarding the Fire Service. For more information, please check online at


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