Data flow diagrams document how information enters and leaves an information system, with varying levels of detail. They help development teams manage data storage, track interactions between systems, and comply with government regulations. They also aid in designing reports and screen functionality.
A data flow diagram is a structured visualization of data entering and leaving an information system. The detail within a data flow diagram varies according to the level assigned to it. Typically, a high-level diagram contains only limited information, while a lower-level diagram contains much more detailed information. This information is used by a development team to manage data within an information system.
When a team develops an information system, they create a data flow diagram to document how information will enter and leave the system. Initially, this information is created at a very high level, with only the boundaries of the information system included in the diagram. As the team develops more information system features, each of the processes within the system can be included in the data flow diagram. This diagram helps the team determine where data will be stored to support the system.
These diagrams play an important role, documenting how each process within the system accesses information. External systems can also access data stored within a given information system. These exchanges between systems are documented so that analysts can track every interaction of the system. These interactions are important pieces of information in every organization’s data management process.
Governmental laws and regulations require certain data to be handled and stored. These regulations vary by industry. The data flow diagram helps every organization manage how the organization will meet government requirements for data storage. Some regulations require storage for long periods of time. The organization should plan accordingly for the appropriate amount of data storage.
Data flow diagrams also help the development team design reports and screen functionality when the information system comes together. The team needs to know where to collect the data to present it to the end user. While the data flow diagram itself does not address system functionality, it does document which system is responsible for storing a specific piece of data. The development team uses dataflow information to describe in its functional documentation where it will look for the information it will display to the end user.
Every organization has a set of data flow diagrams to document the information stored within the organization’s information systems. This set of diagrams is used to successfully manage and meet your organization’s data storage requirements. Each organization’s data storage requirements are determined by the organization itself in order to comply with a variety of government regulations and other legal requirements.
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