In our previous discussion on shadow data, we explored how untracked, informal data usage can pose risks to security, compliance, and efficiency.
Shadow data – the data stored or shared outside of approved processes – often results from a lack of structured access, forcing employees and researchers to find workarounds. The solution? A more transparent, efficient way to request and manage data access.
Enter Data Passports and Tablion.
At Aristotle Metadata, we recently hosted a webinar on Better Data Sharing, diving into the mechanics of secure, streamlined access to data. One of the standout concepts was the Data Passport; a tool that simplifies authentication and authorisation for data access, much like a real passport allows international travel.
The Data Passport: A Smarter Way to Access Data
During the webinar, our CEO, Sam Spencer, illustrated the importance of structured data access with a simple analogy: just as you can’t board an international flight without a passport, you shouldn’t be able to access sensitive data without proving who you are and why you need it.
A Data Passport works much the same way:
- Authentication: Just as governments verify your identity before issuing a passport, Data Passports confirm who you are before granting access to sensitive data.
- Authorisation: When traveling, a passport alone doesn’t let you board a plane—you need a ticket too. Similarly, a Data Passport doesn’t guarantee access to all data, only the data you are authorised to use.
- Efficiency: Instead of requiring users to verify their credentials for every data request, a Data Passport lets organisations validate users once, reducing repetitive administrative work and improving security.
Tablion: Click-and-Collect for Your Data
Tablion, Aristotle Metadata’s self-service data portal, takes this concept further by providing an intuitive platform for managing data discovery, negotiation, and access (DNA of data sharing).
Key benefits of Tablion include:
- Automated Checks: Ensures data requests are complete before submission, freeing data stewards from manual reviews of incomplete applications.
- Centralised Communication: Eliminates the chaos of email-based data requests—no more lost inbox requests or miscommunications.
- Faster Approvals: By integrating Data Passports, Tablion enables 50% faster response times for data requests.
- Increased Data Throughput: Organisations using Tablion report 3x the data request efficiency, making data access as seamless as a click-and-collect service.
Why This Matters
Many organisations still rely on cumbersome, manual processes for data access, creating bottlenecks that frustrate researchers and data teams alike. Without structured access systems like Data Passports and Tablion, organisations risk:
- Security breaches due to shadow data and unauthorised access.
- Compliance violations from inconsistent approvals and lack of documentation.
- Inefficiency caused by redundant requests, excessive manual processing, and lost time clarifying vague applications.
With Tablion and Data Passports, organisations can ensure data remains secure, accessible, and well-managed – making it easier to unlock the full value of their information assets.
Ready to Improve Your Data Sharing?
The full webinar is available for on-demand viewing, where we break down these concepts and showcase how Tablion works in practice. Watch the session to see how you can streamline data access in your organisation today.
➡ Learn more about Tablion and Data Passports here: Tablion Data Portal
Ready to take control of your data?
Contact Aristotle Metadata today to learn how our solutions can help you document, manage, and protect your most valuable asset.
