Data Archiving

Multiple Indicator Cluster Surveys
Data Interpretation, Further Analysis and
Dissemination Workshop
Data Archiving
Look familiar?
Today’s storage medium
is no longer file cabinets
and storage rooms...
What is archiving and why do it?
Data archiving: rationale
Collecting data is expensive. Data should be used
beyond producing basic report.
Survey microdata are valuable resources for
government departments and academic researchers.
Survey microdata constitute valuable and
irreplaceable assets which should be managed in a
way that encourages their widest possible use and
At the same time, data collectors main focus should
be protecting respondents while making microdata
Role of MICS data archiving
Dissemination of microdata
Why preserve data?
Availability for future analysis
 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
Also allows reuse of documents for future
Why anonymize data?
Protecting the confidentiality of survey respondents
- not only because of legal and ethical mandates, but
also because of the overall public perception that
trust is an important contributor to data quality and
response rates.
Protecting confidentiality necessitates some sort of
data anonymization so that individual respondents
can not be identified.
Finding balance between protecting the data and
compromising its quality.
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
Permits 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
 Potential users of the data are:
•National Policy-makers
•International organizations
•Academic community
•Private enterprises
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
When to archive?
Start archiving when you start the survey
Typically, datasets are documented
after completion of the survey
MICS Documents to Archive
Survey plan and budget
Pre-test report
Interviewer & field manuals
Sample selection, listing information
 Excel files, other supporting documents
 Explanations of any event(s) that impacted the sample
selection, survey dates, etc
Steering/technical committee ToRs and minutes
Any other documentation that will help people understand what
happened in the design and implementation of the survey
MICS Programmes to Archive
Software Programmes & Files:
• CSPro dictionaries
• CSPro data entry & menu systems
• CSPro secondary editing & menu systems
• CSPro GPS Entry program
• CSPro export & SPSS recode
• SPSS tabulation programmes
• Any country-specific programmes
MICS Datasets to Archive
• SPSS Files:
‒ Household (HH)
‒ Household listing (HL)
‒ Insecticide-Treated Nets (TN, if included in survey)
‒ Women (WM)
‒ Birth History (BH if included in survey)
‒ FGM (FG, if included in survey)
‒ Children age 0-4 years (CH)
‒ Men (MN, if included in survey)
‒ Maternal Mortality (MM, if included in survey)
• CSPro Files:
‒ Final (merged, not individual clusters) HH data file
‒ GPS data (if included in survey)
MICS Reports and Dissemination Materials
to Archive
Key Findings Report
 Final Report
 Presentations
 Factsheets
 Press releases
 Videos
 And everything else!
Archives for internal and external audiences
If some survey information is considered
sensitive or for internal use only then at
the end of the survey process it is
advisable to create two separate
versions of the MICS archive.
Restricted MICS
(complete archive but
only accessible
Public MICS
(with some
documents and
information deleted)
How do users access data?
Types of data
 Indicators
 DevInfo, other databases, …
 Tables, Graphs, Maps
 Reports, excel files, DevInfo
gallery, …
 Datasets, etc.
 Print
 CD-Rom/DVD
 Web
 Etc.
But how to get the data?
 Online
 Write to data producers
 Conditions on access?
Freely available or restricted?
How to Archive?
Creating the archive?
Recommend to use an archiving tool:
International Household Survey Network’s
(IHSN) Microdata Management Toolkit
Toolkit components
Metadata Editor (also known as Nesstar Publisher)
 Documents survey data in accordance with
international standards
CD-Rom Builder
 Generates CD-Rom and web output
Nesstar Explorer
 For viewing metadata and re-exporting data to
various formats
Step 1: The Metadata Editor
All data and documents are first archived in
this software.
 Template-driven specialized editor
 Imports and exports data to the most
common statistical formats
 Integrated interface, multi-lingual support
 Compiles metadata and data in single file
\Archiving\IHSN Toolkit Full Package\Nesstar
Publisher v4.0.9
 Install by running:
 NesstarPublisherInstaller_v4.0.9.exe
Nesstar Publisher – first time
Open the Nesstar Publisher
Select Documentation, Template
 (or T from the menu buttons)
 Import Archiving\IHSN Toolkit Full Package\IHSN
Metadata Templates
• Select IHSN_1.6_en.NesstarTemplate the Study
 Click Use to use this templates
Select Documentation, Template
 Click Resource Description Templates
 Import Archiving\IHSN Toolkit Full Package\IHSN
Metadata Templates
 Select IHSN_1.5_en.NesstarRDTemplate from the
Resource Description Templates
 Click Use to use this templates
Modifying the example for your survey
Select My Projects
 File, Add New Study (Ctrl-N)
 Document description
 Study description
 Datasets
 Variable groups
 External resources
Import datasets
Click on Datasets
 Add datasets (Ctrl-I)
Add LN variable to HL file (needed for relations)
Insert variable (before HL1)
Name: LN, Label: Line number, Width: 2
Click on Data Entry
Select Data, and uncheck ‘Write protected’
Copy all cells of HL1 to LN
Select Data, and check ‘Write protected’
Completing datasets
For each dataset, check key variables and
 Add LN to HL files list of key variables
 For each dataset, click variables, resequence
 Validate dataset relations
Import descriptions from generic MICS
Documentation, Import, from study
 Check all boxes, except
variable information
variable definitions
keys and relations
 Select Generic MICS 5 v1.0
This imports all of the generic document
description, study description, variable groups
Does not import external resources
Save As
 ..\My survey MICS Izmir WS v1.0
Update for your survey
Document description
 Study description
 Dataset description
 Key variables and relations
 Questionnaire wording
 Variable groups
 External resources
Thank You

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