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Effective data governance is essential in the realm of Jira, where data powers productivity. Neglecting this critical aspect can lead to legal complications, significant data breaches, and erode the trust of your customers. In this article, we will preview what is the optimal approach to achieve the highest level of data management in Jira.


Understanding Data Governance

Let’s start with a description of what exactly is data governance. Data governance encompasses all activities aimed at ensuring data security, privacy, accuracy, availability, and usability. It comprises the actions individuals must undertake, the processes they must adhere to, and the technology that facilitates these efforts throughout the data lifecycle.


Strategic Configuration Management

Strategic and deliberate management of custom configurations can significantly reduce clutter for both end-users and administrators, simplifying the process of administering and maintaining Jira. The Jira product family, comprising Jira Work Management, Jira Software, and Jira Service Management, is available on the Cloud platform. When you choose Cloud products, Atlassian takes care of the heavy lifting, ensuring built-in platform security, compliance, hassle-free setup, and robust Service Level Agreements (SLAs) for uptime and performance.


The Essence of Data Governance

Governance in this context entails the continuous assessment and management of control over Jira’s configurations, with the ultimate goal of ensuring its optimal performance and sustainability over the long term.


Without Data Governance:


    • Clutter: Without proper governance, Jira can become disorganized, making it challenging for users to navigate.
    • Confusing Fields: Uncontrolled field customizations can lead to confusion and usability issues.
    • Unexpected Search Results: The absence of control can result in consistent and predictable search outcomes.
    • Performance Issues: Unregulated data can negatively impact system performance.
    • Frustrated End-Users: Lack of structure and clear rules can lead to end-users’ frustration.
    • Tired Administrators: Administrators may face increased challenges and tasks, leading to exhaustion.


With Effective Data Governance:


    • A cleaner and organized tool: Effective governance makes the tool more transparent and well-organized.
    • Quicker, more precise search results: Effective management leads to faster, more accurate, and relevant search results.
    • Highly efficient teams and admins:  Effective governance results in more productive teams and content administrators who are satisfied with efficient workflows.


Pillars of Governance

Good governance within the realm of Jira is built upon several fundamental pillars. Firstly, it commences with leveraging the platform’s out-of-the-box features and functionality, recognizing that these capabilities form a solid foundation for effective management. Secondly, the process involves a deliberate evaluation of changes, often with the participation of focus or beta-testing groups, to gather valuable feedback. This feedback loop ensures that modifications are well-informed, align with organizational needs, and reflect the input of key stakeholders. Following the evaluation phase, the changes are systematically rolled out to the broader organization, and the significance of these adjustments is effectively communicated across teams—an essential step in fostering understanding and buy-in. Lastly, and perhaps most crucially, a continuous focus on long-term stability, support, sustainability, and maintenance ensures that the Jira environment remains reliable and valuable. These pillars collectively form the backbone of good governance, safeguarding data, optimizing performance, and nurturing trust among users and stakeholders.


Challenges and Solutions

In the intricate labyrinth of organizational tasks and initiatives, a persistent challenge often arises – the absence of standardized processes across various teams. This lack of uniformity frequently leaves stakeholders in a state of confusion, struggling to gauge the progress and anticipated timelines of ongoing endeavors. The remedy? Embrace a unified methodology for work, anchored by standardized processes and meticulously documented procedures. When teams across the organization converge on consistent practices, it not only simplifies the intricacies of work management but also fosters a collaborative environment that enhances efficiency and streamlines communication with stakeholders. In the following sections, we will delve into the compelling impact of standardization, offering insights into how it can pave the way for a more harmonious and productive organizational landscape.

What should be the retention period for issues and projects? Establishing that will help you decide on the policy to archive issues and projects. 

What constitutes a valid user group? Establishing that will help you decide when to create groups versus adding individual users or using roles.

What is your criteria for granting permissions? This will help you decide how to configure global and project permissions, which project roles to use, and potentially if and when issue-level security will be configured.

What is your baseline for creating custom fields? This will help you control their growth indiscriminately.

What constitutes a project? This will help you determine whether business requirements warrant the creation of a new project or incorporating new requirements into an existing project instead. And if you do create a project, whether it will be based on a template or created with a shared configuration. And of course, think of other criteria that are applicable to your instance.


The Power of Automation

Automation is a game-changer when it comes to efficient data governance. It’s a principle we firmly believe in. Enter Doctor Pro for JIRA, an AI-powered ally dedicated to enhancing your data governance practices. By leveraging the capabilities of Data Mining, AI, and Machine Learning, this remarkable tool takes on the role of a proactive assistant, catering to your unique data governance requirements. Picture a solution that not only streamlines Jira’s performance but also simplifies its usability. It’s like having a seasoned expert by your side, guiding you toward a cleaner, more efficient Jira environment.

With Doctor Pro for JIRA, you gain access to advanced data governance, intelligent configuration management, and a seamless cleanup process. This isn’t just about automation; it’s about elevating your entire data governance experience.

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Patrycja Kaczor

Head of Marketing

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