Setting Up a National Data Archive: The Ugandan Experience Thomas Emwanu and Kizito Kasozi Uganda Bureau of Statistics Kampala, Uganda

Outline Background Key Weakness in the NSS The ADP Assistance National Data Archive Archiving UBOS datasets Some Challenges The Way Forward

Background UBOS is the central statistics agency in Uganda manages, monitors and co-ordinates National Statistical System (NSS) semi-autonomous under the Ministry of Finance and Economic Development conducts national surveys and censuses disseminates results/reports provides data to public, researchers, institutions, etc.

Background (2) Comprehensive 5-Year Plan for National Statistical Development (PNSD) adopted in October 2006 development phase of the NSS critical in affirming UBOS as the driving force collaborative effort with nine priority specific sectors within government (for a start) one of the strategic goals to improve data management and dissemination develop a National Statistical Databank (NSD)

Background (3) The lack of an efficient national system Fragmented statistical production Most datasets of very poor quality Inconsistent or conflicting results or reports Datasets with minimal or no documentation No standards (definitions, formats, etc.) Badly structured or unstructured datasets Datasets not properly archived/backed-up

Key Weakness in the NSS Limited coordination No statistical units within across No statistical units existing ones (very) weak Professional staff (esp. in Ministries) lack skills not motivated

Key Weakness (2) Poor linkages to policy process Little use of data for decision making There is need for data analysis data integration proper reporting efficient dissemination archiving

The ADP Assistance The identified weakness provided the framework and motive for the proposed support to fill some of the gaps and weakness build capacity at UBOS and sectors provide guidance in best practices encourage data sharing and gathering help put in place proper policies provide technical assistance

The ADP Assistance (2) Three major tasks agreed upon with 8 centers of activities: Documentation, dissemination and preservation of microdata (the presentation will mainly focus on this) Analysis and quality assessment of existing microdata Support to data collection activities

The ADP Assistance (3) Task 1: Documentation, dissemination and preservation of microdata Establish a national microdata archive Formulate a formal microdata dissemination policy Build expertise on microdata anonymization Improve the national statistics website, making it more data-access oriented Establish a microdata lab at UBOS accessible by sector partners

National Microdata Archive Phase 1: Document all datasets available at UBOS Phase 2: Account for all the micro datasets available in line Ministries conduct an inventory of the datasets assess any existing datasets collaborate with key staff to define sector specific strategies for Documenting Archiving

National Data Archive (2) The International Household Survey Network (IHSN) Toolkit adopted National training workshop (Nov 2006) UBOS and staff from 8 key sectors Response very good “The right tool at the right time!” As a result, adopted also Data Documentation Initiative (DDI) Dublin Core Metadata Initiative (DCMI)

Documenting UBOS Datasets Time-line set for first half of 2007 Slow start in March but has picked up 4 datasets completed (1 census; 3 surveys) Work ongoing on 4 datasets Metadata for 2 surveys uploaded to website Periodic monitoring and follow-up Review and new work plan in June 2007

Some Challenges Missing or inadequate documentation Difficulty in getting information key individuals busy or absent delays in preparation not a top priority consultants that prepared data left Documentation only as hard copies No appreciation of importance

Some Challenges (2) Concerns regarding anonymization Unclear data dissemination policies Fear of criticism not very confident of reliability data exposure of poor methods contradictory results Exclusive ownership personalised datasets some data may be ‘sensitive’

Some Challenges (3) Different data formats Poor quality of data SAS, Stata, SPSS, dBase, ASCII, Excel, etc. Poor quality of data not well cleaned to archive or not to archive? Unavailable datasets Lack of centralised storage datasets in different places It takes time to understand datasets

Some Challenges (4) Need for collaboration statisticians perceive it as an IT issue seen as dull and time consuming ‘owner’ may not understand the data No guidelines, standards and policies No extra resources for data archiving Lack of skills in data management IT staff few and busy on many things

The Way Forward Complete documentation of UBOS datasets Develop a formal microdata dissemination policy maximise use of the data protect confidentiality of respondents in line with international best practices Develop guidelines and standards for data archiving Encourage use of microdata and broaden access to datasets

The Way Forward (2) Establish synergies and partnerships with other producers within the public and private sector Build expertise in microdata anonymization use tools and guidelines by the IHSN Improve the national statistics website online survey catalogue clear data access policies easy to use data access request forms direct access to all metadata

The Way Forward (3) Adopt internationally accepted best practices in microdata management and archiving Create a national data archive for the NSS Build capacity and encourage use of best practices across the NSS Establish links with others in the region and develop a community of practice among statistics institutions to promote these metadata standards

Thank You