Archiving
Trevor Croft
tcroft@blancroft.com
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?
What do we archive? What do we disseminate?
When do we archive? When do we disseminate?
How do we archive? How do we disseminate?
Why do we produce data?
Ifyou do not know
by now, its too late!
Why archive data?
Collecting data is expensive. Data can
be used beyond producing basic report.
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?
Difficult to process without documentation
Impossible to analyze correctly
Data are useless without
documentation
Also allows reuse of documents for future
surveys
Why disseminate data?
Allows wider use of data
Allows others to re-analyze data
– may bring to light issues that may not have been picked up in the
original processing.
Permits
– cross-national comparison of data
– further analysis of data
• to be discussed later
Increases acceptability of data
– Through transparency
– Demonstrates confidence in survey
Who do we disseminate to?
The real value of statistical data is in
their use.
Other potential users of the data are:
– National Policy-makers
– International organizations
– NGO’s
– Academic community
– Private enterprises
– Others?
How do users access data?
Types of data Formats
– Indicators – Print
• DevInfo, other databases,
…
– CD-Rom/DVD
– Tables, Graphs, Maps – Web
• Reports, excel files, – Etc.
DevInfo gallery, …
– Datasets
– Etc.
But how to get the data?
– Online
– Write to data producers
– Conditions on access?
• Freely available or restricted?
What do users expect?
Well documented data
Comprehensive
Clear, consistent, easy to use data
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?
Reports
Tabulations
Documentation
Datasets & data descriptions
DevInfo databases
Wallcharts?
Factsheets?
Press releases?
More to come from Daniel and Anya
What to save from MICS?
Questionnaires
Interviewer’s & field manuals
Sampling information
Sample selection & listing information
Reports
Other documentation
And lots more!!
What to save?
Datasets:
– Household
– Household listing
– Women
– Children
What to save?
Programmes
– Data entry & menu systems
– Secondary editing & menu systems
– Export & recoding
– Tabulation programs
– Other data processing files
When to archive?
Typically, datasets are documented after completion
of the survey
Too late to capture all the metadata information
produced during the survey
Start archiving when you start the survey
– Late for MICS, but not too late for the next survey
How to archive datasets?
Save datasets
– in original format (e.g. CSPro files)
– in analysis file format (e.g. SPSS .SAV file)
Always include descriptions with data
– Label all data within each file
• Variable labels
• Value labels
How to archive documents?
Save as much as possible electronically
– Paper documentation disappears
– Electronic documentation has a longer life
Save documents
– in original format
– in HTML
– as PDF files
Record information not already in key documents
Use an archiving tool
– International Household Survey Network
• Microdata Management Toolkit