Terms

System of Record

A system of record (SOR) is an information storage system that serves as the authoritative data source for a given data element. It is the primary repository where data is created, updated, and maintained, ensuring data integrity and validity across an organization. This single, definitive source is essential for reliable business processes, analytics, and regulatory compliance.

Importance in Business Operations

A system of record is vital for maintaining data integrity across an organization. Without it, conflicting information from different systems can lead to confusion and poor decision-making. A single, authoritative source ensures everyone works with accurate data, fostering trust and strategic alignment.

This consistency streamlines operations, reducing errors and the need for manual data reconciliation. It also provides a clear audit trail, which is essential for regulatory compliance and governance. Ultimately, a reliable SOR is the foundation for trustworthy analytics and scalable business processes.

Key Features and Characteristics

A system of record is defined by several core characteristics that ensure its reliability and effectiveness. These features establish it as the definitive source for specific data elements, maintaining data quality and operational consistency.

  • Authoritative: Serves as the single, trusted source for a specific data element.
  • Integrity: Ensures data is accurate, complete, and consistent across the organization.
  • Centralized: Provides a primary, consolidated location for data management and access.
  • Traceable: Maintains a clear audit trail for data changes and updates.

System of Record vs. System of Engagement

While both are crucial for modern data architecture, systems of record and systems of engagement serve fundamentally different purposes.

  • Record: A system of record is the authoritative source for critical data, prioritizing integrity, accuracy, and compliance. It acts as the official repository for information like financial or HR data. Enterprises and mid-market companies rely on SORs for stable, auditable data management, though they can be less flexible for user interaction.
  • Engagement: A system of engagement focuses on user interaction, collaboration, and experience, like a CRM or social platform. Its strength is in capturing the fluid, contextual interactions that SORs miss. These systems are preferred for sales and marketing functions, but their data often needs reconciliation with a system of record.

Common Use Cases

Systems of record are foundational across various business departments, ensuring that core data remains consistent and reliable. They serve as the definitive source for critical information, preventing discrepancies and supporting key operational functions.

  • HR: Manages all official employee data, including personal information, payroll, and benefits.
  • Finance: Houses the general ledger, tracking all financial transactions for accounting and reporting.
  • CRM: Acts as the authoritative database for customer information, sales activities, and service history.

Challenges and Considerations

Implementing a system of record presents several key challenges that require careful planning.

  • Integration: Data is often fragmented across systems, leading to inconsistencies when combined.
  • Scalability: A single SOR may not serve the diverse needs of a dynamic organization.
  • Governance: Maintaining data integrity requires strong oversight and clear rules for data management.

Frequently Asked Questions about System of Record

Can an organization have more than one system of record?

Yes, organizations often have multiple systems of record, each serving as the authoritative source for a specific data domain. For example, an HR system for employee data and a CRM for customer data.

How is a system of record different from a data warehouse?

A system of record manages real-time, transactional data for daily operations. In contrast, a data warehouse stores historical, aggregated data from multiple sources, optimized for business intelligence and analytics rather than transactions.

What role does a system of record play in data governance?

An SOR is central to data governance. It enforces data standards, ensures data quality, and provides a clear, auditable trail for all data changes, which is essential for compliance and maintaining data integrity.

Other terms

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Precision Targeting

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Customer Retention

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Cloud Storage

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Demand Capture

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CI/CD

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Sender Policy Framework

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Customer Acquisition Cost

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Firewall

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Nurture Campaign

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Competitive Intelligence (CI)

Competitive intelligence (CI) is the ethical gathering and analysis of market data to inform strategic business decisions and gain an advantage.

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Cold Call

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End of Quarter

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Sales Quota

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Click-Through Rate

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Customer Data Analysis

Customer data analysis is the process of examining customer information to uncover insights that drive business decisions and improve experiences.

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Sales Prospecting Techniques

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Sales Pipeline

A sales pipeline is a visual representation of where prospects are in the sales process, from the first contact to the final sale.

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Customer Success

Customer Success is a business strategy focused on proactively helping customers achieve their goals with your product or service.

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Git

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Git

CRM Data

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Video Selling

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80/20 Rule

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AI Data Enrichment

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Regression Analysis

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Call Analytics

Call analytics is the practice of analyzing phone call data to extract insights, track key metrics, and improve overall business performance.

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Smile and Dial

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Process Builder

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Self-Service SaaS Model

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Marketing Budget Breakdown

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Time on Site

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Contract Management

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Sales Engineer

Sales Engineers blend deep technical knowledge with sales acumen, demonstrating a product's value and solving customer problems to drive revenue.

Sales Engineer

Consumer

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Consumer

Average Customer Life

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Average Customer Life

Trusted Advisor

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Lead Routing

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Lead Routing

Social Selling

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Text message marketing

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Customer Retention Cost

Customer Retention Cost (CRC) is the total amount a company spends to keep an existing customer over a certain period of time.

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Social Proof

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Economic Order Quantity

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Economic Order Quantity

Churn

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Funnel Analysis

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Sales Intelligence

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Email Deliverability

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SFDC

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SFDC

Key Performance Indicators

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Key Performance Indicators

Cold Calling

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Cold Calling

Predictive Customer Lifetime Value

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DMP

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Sandboxes

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Subscription Models

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Loss Aversion

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Lead Response Time

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Annual Recurring Revenue (ARR)

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Annual Recurring Revenue (ARR)

Statement of Work

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Copyright Compliance

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FAB Technique

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Real-time Data Processing

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Warm Email

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Programmatic Display Campaign

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Digital Strategy

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Sales Kickoff

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Reverse Logistics

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Reverse Logistics

Ad-hoc Reporting

Ad-hoc reporting is the creation of one-off reports to answer specific business questions as they arise, providing instant, targeted insights.

Ad-hoc Reporting

Software as a Service

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Application Programming Interface Security

API security is the practice of protecting application programming interfaces from attacks, preventing data breaches and unauthorized access.

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Deal Closing

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Email Verification

Email verification is the process of confirming that an email address is valid and deliverable, which helps improve campaign performance.

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Customer Experience

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Compounded Annual Growth Rate

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Scalability

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User Testing

User testing involves observing real users interact with a product to identify usability issues and improve the overall user experience.

User Testing

Direct Mail

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Direct Mail

Revenue Operations KPIs

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Revenue Operations KPIs

Video Email

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Video Email

User Experience

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A/B Testing

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Customer Buying Signals

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Corporate Identity

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Corporate Identity

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Business Development Representative

Learn about business development representative, including skills and qualifications for BDRs, & roles and responsibilities of a BDR.

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B2B Buyer Intent Data

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B2B Buyer Intent Data

Analytics Platforms

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Voice Broadcasting

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B2B Data Enrichment

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Conversion Rate

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Conversion Rate

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Average Order Value

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Sales Cycle

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Payment Processors

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Subject Matter Expert

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Subject Matter Expert

Representational State Transfer Application Programming Interface

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Representational State Transfer Application Programming Interface

Content Management System

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Multi-touch Attribution

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Objection Handling in Sales

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Buying Criteria

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Intent leads

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Retargeting Marketing

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Retargeting Marketing