Archiving Trevor Croft MICS3 Data Archiving, Dissemination and Further Analysis Workshop Geneva - November 6th, 2006

Archiving? 1. Why do we produce data? 2. Why do we archive data? 3. Why do we document data? 4. Why do we disseminate data? 5. Who do we disseminate to? Who are the users? 6. How do users access data and documentation? 7. What are their expectations? What type of information are users looking for? n What do we archive? What do we disseminate? n When do we archive? When do we disseminate? n How do we archive? How do we disseminate?

Why do we produce data? n If you do not know by now, its too late!

Why archive data? n Collecting data is expensive. Data can be used beyond producing basic report. n Examples: –Able to examine trends if you have a series of datasets over time –Allows in-depth analysis of important subject areas

Why document data? n Difficult to process without documentation n Impossible to analyze correctly n Data are useless without documentation n Also allows reuse of documents for future surveys

Why disseminate data? n Allows wider use of data n Allows others to re-analyze data –may bring to light issues that may not have been picked up in the original processing. n Permits –cross-national comparison of data –further analysis of data to be discussed later n Increases acceptability of data –Through transparency –Demonstrates confidence in survey

Who do we disseminate to? n The real value of statistical data is in their use. n Other potential users of the data are: –National Policy-makers –International organizations –NGOs –Academic community –Private enterprises –Others?

How do users access data? n Types of data –Indicators DevInfo, other databases, … –Tables, Graphs, Maps Reports, excel files, DevInfo gallery, … –Datasets –Etc. n Formats – Print – CD-Rom/DVD – Web – Etc. n But how to get the data? –Online –Write to data producers –Conditions on access? Freely available or restricted?

What do users expect? n Well documented data n Comprehensive n Clear, consistent, easy to use data n Information to be able to –Fully understand the survey, especially Sample design, selection and weighting Field procedures Data processing Datasets –Accurately analyze and use data

What to Archive and Disseminate? n Reports n Tabulations n Documentation n Datasets & data descriptions n DevInfo databases n Wallcharts? n Factsheets? n Press releases? n More to come from Daniel and Anya

What to save from MICS? n Questionnaires n Interviewers & field manuals n Sampling information n Sample selection & listing information n Reports n Other documentation n And lots more!!

What to save? n Datasets: –Household –Household listing –Women –Children

What to save? n Programmes –Data entry & menu systems –Secondary editing & menu systems –Export & recoding –Tabulation programs –Other data processing files

When to archive? n Typically, datasets are documented after completion of the survey n Too late to capture all the metadata information produced during the survey n Start archiving when you start the survey –Late for MICS, but not too late for the next survey

How to archive datasets? n Save datasets –in original format (e.g. CSPro files) –in analysis file format (e.g. SPSS.SAV file) n Always include descriptions with data –Label all data within each file Variable labels Value labels

How to archive documents? n Save as much as possible electronically –Paper documentation disappears –Electronic documentation has a longer life n Save documents –in original format –in HTML –as PDF files n Record information not already in key documents n Use an archiving tool –International Household Survey Network Microdata Management Toolkit