Excel reaches its limits when audit-proof data management is required
Many operating departments use Microsoft Excel to maintain tables containing critical data because it is readily available, flexible, and familiar. This critical data is either stored directly in Excel or in relational databases. In the case of databases, the data must first be exported, edited in Excel, and then imported back into the databases. Excel is fast and practical for simple tasks. However, as soon as audit-proof data maintenance is required – especially when processes need to be scaled, involve multiple users at the same time, or work across systems – Excel-based data maintenance reaches clear limits.
Audit-proof data maintenance with BOI FreeDa
What is audit-proof data maintenance?
- Audit-proof data maintenance means that data is recorded, changed, and stored in such a way that every change to this data is logged and can therefore be traced. Information cannot be overwritten in an uncontrolled manner.
Where/why is this needed?
- Audit-proof data maintenance is needed to meet legal and regulatory requirements and to prove the correctness and traceability of data during audits. It also protects companies from manipulation, errors, and liability risks, while creating trust in the underlying data.
What is critical data?
Critical data is the single source of truth for business processes:
- Master data: Basic information about customers, products, suppliers, or employees – the foundation of almost all business processes.
- Control data: Operational data that dynamically controls processes and workflows.
- Reference data: Standardized codes and classifications (e.g., country or currency codes) that ensure consistency.
- Parameter data: Configurable settings that define rules and framework conditions for applications and processes.
What does BOI FreeDa offer for the audit-proof maintenance of critical data?
- BOI FreeDa provides a standard solution specially designed for the secure, traceable, and scalable maintenance of table data in any relational databases. Data maintenance in BOI FreeDa is based on defined workflows with clear assignments of roles and authorizations.
What are the benefits of data maintenance with BOI FreeDa compared to Excel?
- Critical data can be stored in all common relational databases. The high usability of BOI FreeDa allows any user to edit this data without database or programming knowledge: easy, intuitive, and audit-proof.
Who uses BOI FreeDa instead of Excel?
- One example: In a hospital, complex medical and care catalog systems of the hospital information system (KIS) used to be edited with Excel. With BOI FreeDa, catalog maintenance can now be carried out safely and transparently, even by people without special database knowledge. BOI FreeDa guarantees error prevention and data consistency through automatic data checks and follow-up actions for parent-child links, which is particularly important in the healthcare sector.
The comparison in detail
Data maintenance with BOI FreeDa vs. Microsoft Excel
BOI FreeDa
Out of the box: audit trail, versioning, traceable changes including user/time stamps
Microsoft Excel
No integrated versioning or audit trails; changes only traceable via manual logs
BOI FreeDa
Fine-grained role and rights management
Microsoft Excel
No role or rights management; files can be shared freely
BOI FreeDa
Standardized 2-, 4-, and 6-eye processes, including change view
Microsoft Excel
No standardized review or approval processes
BOI FreeDa
Automatic assurance of database conformity for all changes; configurable rules and check mechanisms
Microsoft Excel
Manual checks, complex rules only via macros or formulas for advanced users
BOI FreeDa
High susceptibility to errors: duplicates, typos, different versions in circulation
Microsoft Excel
Hohe Fehleranfälligkeit: Dubletten, Tippfehler, verschiedene Versionen im Umlauf
BOI FreeDa
Optimized for many simultaneous users with high data loads
Microsoft Excel
Only possible to a limited extent (e.g., via SharePoint/OneDrive), prone to errors
BOI FreeDa
Standardized APIs and interfaces for integration into business processes
Microsoft Excel
No standardized interfaces, mostly manual steps
BOI FreeDa
Plannable: license + implementation + operation
Microsoft Excel
Low initial costs, but high hidden costs due to errors, non-standardizable workflows, unnecessary communication, manual corrections
FAQ: Practical perspective
Which system is best in practice?
When is table maintenance with Excel useful (or not)?
- Benefits: Excel is immediately available, many users are familiar with it, and small data sets can be edited quickly. Ideal for ad-hoc lists or non-critical data.
- Challenge: As the amount of data and the number of users grow, version conflicts, errors, and a lack of transparency arise. Central governance, audit compliance, and integration into business processes are lacking. If Excel is used to edit data from relational databases, this data must be exported from the database before editing and reimported after being edited. This is a manual process that is highly error-prone and difficult to make audit-proof. Thus, Excel is unsuitable for critical data.
When is table maintenance with BOI FreeDa useful (or not)?
- Benefits: BOI FreeDa provides a central web interface for guided and audit-proof maintenance of critical data in relational databases. Changes are traceable, checked, and logged with version control. All users access the same data stored in central database(s), and all applications can access these central databases (single source of truth). Manual and automated processes can be combined while maintaining audit compliance.
- Challenge: Initial installation and configuration is required during introduction. BOI FreeDa is not suitable for non-critical lists, illustrations, and tables with automated calculations that cannot be stored in relational databases.
Which system is best for which tasks?
- Excel: ideal for quick, non-critical tasks and formatted tables, illustrations, and calculations – but not a solution for central, audit-proof, and company-wide data maintenance.
- BOI FreeDa: professional, scalable, and secure solution for central table maintenance – with short time-to-value, clear governance, and predictable costs.
