Why a data warehouse can become a key success factor for cultural institutions

Against the backdrop of stagnating and declining public funding, increasing reporting obligations and changing demands from politics and society, cultural institutions must position themselves more resiliently and efficiently in order to be able to fulfil their cultural mission effectively in the future.

In practice, however, a lot of relevant information - from ticket sales and visitor statistics to budget and sustainability figures - remains unconnected in isolated data silos. As a result, valuable insights remain unutilised. An integrated concept that has already proven its worth in other sectors offers a holistic solution here: the data warehouse.

What is a data warehouse?
A data warehouse is a central platform that brings together data from different source systems (e.g. ticketing, ERP, CRM, scheduling) and thus creates a consolidated foundation for analyses, reports and data-based decisions. ETL processes (extract, transform, load) enable the integration and harmonisation of data. After extraction from the source systems, the data is transformed, cleansed and standardised. It is then loaded into the data warehouse in a structured manner and stored.
As a ‘single source of truth’, the data warehouse integrates heterogeneous data and thus enables a uniform view of the entire database, key figures and correlations of an organisation.
The data warehouse therefore forms the data technology foundation for evidence-based decision-making in cultural organisations. Users usually utilise BI tools or query interfaces to access the data warehouse. Another option is to set up partial databases, so-called data marts, which enable individual departments to access relevant key figures without overloading the overall system.

Advantages for cultural institutions at a glance
A data warehouse enables cultural institutions to make strategic and operational decisions based on a consistent database. The most important advantages are:

In this way, data warehouse solutions can strengthen the management capability and future security of cultural institutions. Meeting the challenges of implementation with strategy.

Meeting the challenges of implementation with strategy
Despite great potential, the introduction of a data warehouse solution also brings challenges, especially in view of limited resources:

• Resources & expertise: Development and operation require investment and expertise. A step-by-step, strategically planned implementation is important.
• Data quality & Integration: Heterogeneous formats and incomplete or duplicate data make harmonisation difficult. Interfaces must be created, terminology standardised and clear responsibilities defined (data governance).
• Cultural change: Data-based decision-making processes change routines. Early involvement, training and practical application examples promote acceptance.
• Data protection & security: Handling personal data requires clear access rules, GDPR compliance and IT security.
• Digital sovereignty: Many organisations want to retain control over their data. The choice of technical solutions should therefore ensure long-term data availability.

Despite these challenges, the opportunities outweigh the risks: with a clear strategy, the data warehouse can be transformed from a technical project into a driver of organisational development.

Practical example - cultural data room
One example of what a centralised and secure data infrastructure in the cultural sector could look like in practice is the ‘cultural data room’, which is currently being developed by acatech and others.
The aim is to create a sovereign platform for the structured exchange and networked use of cultural data - across institutions, sectors and federal states.
The ‘cultural data room’ is an example of how the principle of a data warehouse can also be transferred to a cross-sector level: Data is harmonised, silos are broken down and new, data-based business models are made possible.
actori supported the project with a comprehensive market analysis, examining the market potential as well as the needs, usage interests and willingness to pay of potential participants. The results provided an important decision-making basis for the strategic development of the project.
With this experience and in-depth understanding of the industry, actori also supports cultural institutions in the introduction of their own data warehouse solutions - from the initial needs analysis to the technical and organisational concept through to realisation and implementation.

As a holistic partner on the path of digital transformation, actori supports cultural institutions in making their data usable, securing digital sovereignty and creating new room for manoeuvre for sustainable cultural work. Actori will be happy to support you and your organisation on your path to digital transformation - please contact us (team@actori.de).

Sources:
1) acatech – Deutsche Akademie der Technikwissenschaften. (o. J.). Datenraum Kultur. Zugriff am 13. Juni 2025, von https://www.acatech.de/projekt/datenraum-kultur/
2) American Alliance of Museums. (2017). The power of applied data for museums. Zugriff am 13. Juni 2025, von https://www.aam-us.org/2017/01/17/the-power-of-applied-data-for-museums/
3) Kulturstiftung der Länder. (2023). Digitalität und digitale Transformation im Kulturbereich – Handlungsempfehlungen an die Bundesländer. Zugriff am 13. Juni 2025, von https://www.kmk.org/fileadmin/pdf/PresseUndAktuelles/2023/2023_10_11Gutachten_KulturMK_DigitaleTransformation.pdf#:~:text=Insgesamt%20besteht%20bei%20Kulturinstitutionen%20ein,benutzen%2C%20wie%20sie%20in%20der
4) Odgers Berndtson. (2023). The Digital Renaissance of the Arts & Culture Industry. Zugriff am 13. Juni 2025, von https://www.odgers.com/insights/the-digital-renaissance-of-the-arts-culture-industry/
5) Oracle. (o. J.). Was ist ein Data Warehouse? Zugriff am 13. Juni 2025, von https://www.oracle.com/de/database/what-is-a-data-warehouse/

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A contribution by Bartu Zeybek, consultant.