MSTK Tool 10d: KEY DATA ENTRY & DATA ACCESS
CONSIDERATIONS
DATA FORMATS:
Possible data formats include:
Numerical Data: This data should be captured in data files (e.g. csv), spreadsheets (e.g.
Excel xls files), databases, and other relevant for software for survey data analysis e.g.
Sphinx, Stata, Epi Info, SPSS;
Descriptive Data: (e.g. narrative reports, checklists, forms). This data should be saved with
a full descriptive title, date, and version as Word documents;
Visual Data: (e.g. pictures, videos, graphs, maps, diagrams). This data should be saved with
information on the subject matter, location, source, and date in the document title;
Audio Data: (e.g. interview recordings). This data should be saved with information on the
subject matter, location, source, and date in the document title.
FOR DATA ENTRY & ORGANISATION ISSUES
When data are entered into templates/databases, it is important that all those
undertaking data entry use the same format and coding structure.
To ensure ease of storage and use, all data should be clearly labeled with the subject
matter, date of creation, version number, and where relevant location and source . This
also applies for physical data (such as written forms stored in office filing cabinets).
Data organization conventions can include: (1) chronology, (e.g. day, month, quarter, or
year); (2) location; (3) content or focus area (e.g. different objectives of a project); (4) format,
(e.g. project reports or technical documents); and (5) version. Versions should be
systematically labeled by date and/or version number (e.g. 1.0, 1.1, 2.0, 2.1, etc.).
Final versions that will not be changed should be marked final.
DATA STORAGE ISSUES:
Possible data storage issues include:
Data Format: The format in which data is stored will largely depend on the type of data.
Data should be saved in a common format when it is conducted across time time for
particular surveys or monitoring activities.
Security: The level of restrictions required depends on the sensitivity of the data and
whether it is traceable to individuals or households (see Annex 8: M&E Principles and
Ethical Considerations). Data that contains names and health information, for example,
should be strongly secured (e.g. through password protected files and locked folders) and
available only to those with access rights. Data that is anonymous or aggregated at a higher
level generally requires fewer restrictions.
Location: The location in which data is stored depends on the type of data in question.
Consider whether anyone outside the project team would benefit from being able to access
the information. If so, the information should be stored on the ACF Intranet. See Box 1 for
more.
DATA ACCESS ISSUES:
Possible data access issues include:
User Access: Storage of individuals’ personal and health information poses ethnical
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obligations for project teams (see Annex 8: M&E Principles and Ethical Considerations).
Who should have permission to access the data and how (e.g. shared computer drives,
folders, intranets, online shared access through Cloud, DropBox etc. or other technologies).
Data should be classified for security purposes, (e.g. confidential, internal, or public);
Key Word Searches: Consider how data can be searched and found (e.g. by keywords);
Archiving: Consider how data will be archived and retrieved for future use; and
Dissemination: In line with the M&E plan, agreement should have been reached on which
stakeholders should have access to what data and how
Box 1: Compile a Data or Information Map
A data or information map clearly identifies the kinds of data/information kept by the
organization, where it is, how it is managed, and how access is provided to it. This type of map
is used to organize both raw data collected by the project and other information (data plus
analysis) types.
Example:
Types of Information
Household survey APR Donor report
Responsible for
Field Monitor Coordinator HQ
Storage
Storage Location Monitoring binder Project database ACF Intranet
Access Location Project database Via email ACF intranet
Word and
Format Paper Word and Excel
PowerPoint
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