Struggling with database admin? Find out why it’s worth getting help

Just the word “database” stresses out a lot of people. Images of queries, formulas and messy spreadsheets swirl in their heads.

One hand handing off baton to the next hand

Even worse, though, is the phrase “database administration.” But wait, before fleeing in fear, read on to find out:

Why you should care about database administration
What happens if your organization neglects it
How to get the help you need with it

Maintaining a beautiful, properly functioning database is hard work, and it requires specific expertise. But it’s critical to the success of your non-profit. Before getting into why it’s so important, let’s start with the basics.

What is database administration?

A database is a collection of organized information, stored electronically. Some databases grow to handle thousands of pieces of information, potentially creating chaos along the way. That’s why many organizations employ database administrators. These talented geniuses organize and maintain donor records, employee info, financial data and more. Their training and education reach far beyond organizational skills. Database administrators also need a solid technical background with analytical thinking and business acumen.

Typically, database administrators:

Design and build the structure of the database
Ensure information is accurate and complete
Pull lists and run reports
Maintain security
Perform routine clean-up to keep records accurate
Create different levels of access for employees and potentially volunteers

Database administrators are a powerful ally in large non-profits, but what about the smaller ones? Many charities can’t hire a full-time database administrator to manage these crucial jobs. That leaves a lot of potential for mistakes, missed revenue and messy data.

Why database administration is a must-have

If your organization doesn’t have an experienced administrator to help with the tasks above, business might start to get difficult. Typically, organizations try to learn the database skills on their own, but this is time-consuming, and proper training can be expensive. Without it, though, staff can become overwhelmed and spend countless hours trying to problem-solve. This often leads to high staff turnover rates and low morale. Some organizations even resort to managing tasks manually that could be automated.

Here are four big problems that can crop up when your organization lacks expert database administration, and how a database administrator can avoid them:

WEAK SECURITY

If everyone in your organization has the same security rights in your database, you’re setting yourself up for data breaches and other security risks. You’ll face similar problems if you don’t have a process for offboarding employees.

A database administrator will create a security profile for each type of role, saving you time when it comes to onboarding new clients. When employees leave, the administrator will shut down their access and reassign their actions and prospects for continuity with donors and prospects.

POOR BUSINESS CONTINUITY

Your data is unquestionably at risk without a database administrator, not only from a security sense but also from a continuity standpoint. When unplanned disruptions happen or employees with key database knowledge move on, the operation of your whole organization will suffer.

A database administrator will ensure everyone knows the processes and procedures associated with the database. As the designer of the database structure, a seasoned administrator will also ensure the coding supports the unique metrics your organization needs. It’s important that everyone is rowing in the same direction and using the same playbook.

DEFICIENT MAINTENANCE

Regular maintenance updates addresses, inactivates old appeals, and merges duplicates. If no one completes these tasks, expect to see performance degradation.

A database administrator will go even further, making sure performance isn't stifled by the burden of maintaining useless coding and replacing busy work with streamlined processes.

INADEQUATE GOVERNANCE

When there isn't a dedicated data administrator, no one is on top of auditing and documentation. The data has no governance, which leads to a breakdown in how the data is – and should be – used. This allows staff to make ad hoc decisions without considering the entire organization.

A database administrator will ensure the organization is compliant with organizational and government regulations.

Moving forward, organized and protected

The case for strong, skilled database administration is clear. But it can be hard to find a properly trained administrator who can complete the above duties within your budget. That’s why outsourcing database administration is becoming more and more popular. This option:

Provides your organization with a team of experts ready to assist with any and all of your needs
Frees up your staff and volunteers to concentrate on their tasks, which can help morale and employee retention
Increases your admin team’s confidence in the organization’s consistency and stability
Creates a single source of truth for the organization, eliminating staff confusion and preventing misinformation from reaching donors/prospects