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it is keep them safe and get them ready for tomorrow

it is keep them safe and get them ready for tommorow

Providing widespread, timely access to data increases the benefit to society on many levels. Expedition of data cleaning, provision of technical support, and facilitated access to files increases the value of a dataset to the scientific community and enhances its impact on population research.

What do you mean by data Access and data Archival

Why is a Data Archiving Important?
A data archiving plan is an important part of your data lifecycle management policy, providing you with a way to retain information while staying within a reasonable storage budget. A data archiving implementation typically involves supporting tooling and automation, which help drive efficiency into the process. Here are key functions of a data archiving solution: Data discovery—a data archiving solution can help admins and end-users to easily find files, including spreadsheets, documents, and presentations. Data management—a data archiving solution can help you locate redundant data and remove it, or remove aging files from your files servers. Data visibility—a data archiving solution analyses, classifies and indexes data before storing it on your servers. This process ensures you can easily perform searches and gain insights. Data compliance—a data archiving solution automatically prepares responses to requests, including compliance audits, business queries, and litigation.

What Does Data Access Mean?
Data access refers to a user’s ability to access or retrieve data stored within a database or other repository. Users who have data access can store, retrieve, move or manipulate stored data, which can be stored on a wide range of hard drives and external devices.

Data access and archival system surely provide great help to organizations in retrieving data from older projects that can be used for current projects. Having an efficient system on data access and archival helps in the efficiency of the employees and the organization.

data access and archival is a very important topic as it relate to data science. organization need to have a very detailed and clear instruction regarding data management, access and storage, this will increase efficiency and effectiveness in operations.

data management is very important as to easily access upon request from right people or donor

Organising data for storage saves a lot of time on retrieval. It has been eating alot of my time for other important staff.

Accessing and archiving data are important in data management which is caused time-saving and easy to report when needed.

Level of access should vary among those using and accessing data depending on when and what they use it for, when that data can be edited should also matter, where those with the access of editing data might edit data that maybe have been used to generate a report

The specific mechanisms that you might use to access or archive data will depend on the software or system that your team uses. However, no matter which system you adopt, there are a few important questions you should always ask:

Data access and archival are two important aspects of database management.

1. Data Access: Data access refers to the ability to retrieve and manipulate data stored in a database. Database technology provides several mechanisms for accessing data, including SQL (Structured Query Language), APIs (Application Programming Interfaces), and web-based interfaces. Access controls can also be implemented to restrict who can access specific data, to maintain data security and privacy.

2. Data Archival: Data archival refers to the process of preserving data for long-term storage and retrieval. Archiving is often used for data that is no longer actively used but still needs to be retained for compliance, legal, or historical purposes. Archival data is typically stored in offsite locations or in the cloud, and can be accessed when needed.

Both data access and archival are critical for ensuring that data is available and usable when needed, while also maintaining data security and privacy. Effective database management requires careful consideration of data access and archival requirements, as well as the implementation of appropriate technologies and policies to support these functions.

I was thinking I am organizing my data in clear way, but after taking this module I understand that my data are not organized and managed well.

Securing database is including this question are you have a backup for your data ?
If not how and where can you made it.

Data management is crucial. And for digital data management, technology is the centre. Therefore, right systems and tools: softwares, databases, and specialised team will be required. Also when managing data, right choice are necessary which include data format, Naming and recording rules, data organisation and access and archival of day.
All principles guiding these choice must be followed.

data management is very important as to easily access upon request from right people or donor

Data organisation is important. When data is disorganised, you run the risk of losing it and rendering it useless during evaluation.

How do I limit access at low-cost ? For example, I am using Ms Access to host a local database. How do I limit access to it for different individuals ?

I think having a digital filing system is very important at this day and age. If there is a partner or country where this is not realized yet, the organization focus should be building the capacity (training, provision of computers, and internet access).
There should be central data administrator that controls access/previledge based on the level of importance (who can create, delete, update or or just view accesses)

Data access is the on-demand, authorized ability to retrieve, modify, copy, or move data from IT systems while Archival data refer to information that already exists in someone else's files. Originally generated for reporting or research purposes

Data Access and Archival is a process of storing and accessing your data. It is important for any organization to decide how the collected data will be archived. The mechanisms of archiving and accessing the stored data depends mainly on the type of the software and system each organization uses. Nevertheless, it is important to reflect on who will have full access and who will be granted a partial access to the data to ensure data security and avoid ethical implication.

Besides focusing on the secure ways of storing and accessing data, it also important to determine the length of time when such data will archived until it is thrown away.

Data Storage and management is such a simple yet so crucial part of Data collection and use

Yes, data is confidential. Some are more some are less, but all is just confidential. We never know who will use them improperly, when the access is widely open. So, we need to carefully set the access for the most relevant parties and give openly access for public information that already released by all required authorities.

This is very interesting topic

Data management is complicated as well as simple, both. If we follow the standard way then it is simple, otherwise complicated

data management can be many of types but it is important to which type we use how to use who is access to see and use how I ensure the safety of data

It is essential to carefully choose one's data storage tool and establish a clear data access policy for individuals who need access to this data.

Data is confidential. So, everyone should not have access to it, but one or a few persons have access to it. People who have access should be categorized according to job and type of access. In this way, data can be made secure.

Qui peut voir les données sans les modifier ?
Est ce qu'il faut permettre la suppression des données ?

It's always important to involve professionals

Because we may not know the intentions of others that's why data should be made secure.

Data management can help organizations to make better decisions by providing them with accurate and timely information. This information can be used to identify trends, patterns, and insights that can help organizations to make more informed decisions about their operations.

Data access and archival is the process of storing and retrieving data for future use. It is an important part of data management, as it ensures that data is available when it is needed and that it is protected from unauthorized access.
There are two main types of data access:
Active access: This is the process of accessing data that is being used on a regular basis. Active data is typically stored in a database or other system that is accessible to users.
Inactive access: This is the process of accessing data that is not being used on a regular basis. Inactive data is typically stored in an archive, which is a repository for data that is no longer needed for active use.
There are three main methods of data archival:
Off-site storage: This is the practice of storing data in a remote location, such as a data center or cloud storage provider. Off-site storage can help to protect data from physical disasters, such as fires or floods.
On-site storage: This is the practice of storing data in a secure location on-premises. On-site storage can be more expensive than off-site storage, but it can provide faster access to data.
Hybrid storage: This is a combination of off-site and on-site storage. Hybrid storage can offer the best of both worlds, providing secure data storage with fast access.
The choice of data access and archival method will depend on the specific needs of the organization. Factors to consider include the volume of data, the desired level of security, and the budget.
Here are some of the benefits of good data access and archival practices:
Improved data availability: Data is available when it is needed, which can help to improve decision-making and productivity.
Reduced risk of data loss: Data is protected from unauthorized access, use, or destruction.
Compliance with regulations: Data is stored and managed in accordance with applicable regulations.
Improved data security: Data is protected from unauthorized access, use, or destruction.
Reduced costs: Data storage and management costs are reduced.
Here are some of the challenges of data access and archival:
The volume of data is increasing rapidly.
The cost of data storage is decreasing.
Data security is a growing concern.
Regulations governing data storage and management are becoming more stringent.
Data access and archival is a complex and evolving field. Organizations need to carefully consider their needs and requirements when developing data access and archival policies and procedures.
Here are some additional considerations for data access and archival:
The type of data being stored.
The frequency of access to the data.
The level of security required for the data.
The budget available for data storage and management.
The regulatory environment.
By carefully considering these factors, organizations can develop effective data access and archival policies and procedures that meet their specific needs.

How is data stored and accessed?

Finally, let’s discuss how your data is accessed and archived (stored long-term). The specific mechanisms that you might use to access or archive data will depend on the software or system that your team uses. However, no matter which system you adopt, there are a few important questions you should always ask:

Who should be able to access the data? Just the M&E team? Just the management team? All of the staff? The public?
Should certain people be able to access only some of the data? For example, should staff on one program be able to access data from another program?
Should different types of people have different types of access? For example, you might decide that certain individuals can only view data, while others have permission to edit data.
How will I ensure that only people with permission can access my data? Data security can be as low-tech as a key and a lock on a filing cabinet or as high-tech as data encryption on a digital database.
How will data be searched? Does my data management software have a search or query function, or do I need to export my data into another format to search it? If my data is stored in a filing cabinet, is there a list of folders that directs the user to the correct data files?
When should data be archived and moved into storage? If you have limited room in your database, you might consider moving old or out-of-date data into a long-term database. Many donors, for example, require that data be stored and available for 3-5 years following a project.
Ethical Consideration: Not having a secure location to archive confidential data can have ethical implications. In some situations, if confidential information is accessed by or shared with the wrong individuals, it can compromise the safety of the individuals or groups described in the data.

data storage is essential but how to archive and who can consult must be defined and known to all actors

Need to keep the data security while archiving the data, many donor want to archive the data for 3-5 years after the project.

Data access and Archival is very important as it hinges on how data is accessed and stored for long term. It is important to ensure that data is secured at all times by ensuring that only people with rights can access the data. These rights have different access levels as some can only view data while others can view and be able to edit the data. It is also imperative to ensure that as data is stored and accessed a query or search function so be in place for easy retrieval of data.
It is important to consider putting in place mechanisms to secure data for long term use. Archiving data is important and there is need to ensure we safeguard data at all times even after project close, and usually most donors requires storing data for the period 3-5 years after project close and we should ensure that confidentiality ethical issue is upheld all the time.

The data is processed through computer; Data and set of instructions are given to the computer as input and the computer automatically processes the data according to the given set of instructions. The computer is also known as electronic data processing machine.

Sometimes, there may be difficulty in disclosing your HIV status to your friends and loved ones. That can cause emotional stress and impact your mental health and well-being. HIV and some opportunistic infections can also affect your nervous system and can lead to changes in your behavior.

Data Access is KEY and critical since this has to be well elaborated to the program teams and the project stakeholders and this has to also be cleared stated in the MEL documents such as the MEL Plan and SOPs. This will make it easier for the whole to understand the different DATA Access Rights they all should have.

Aishah and her team are preparing to implement a new educational program across their local public school system. The educational program aims to increase the number of students who graduate from secondary school. It was previously piloted at a single school, where it seemed to increase graduation rates.

The program has the support of local teachers and school administration. Parents have been told about the program. Many of them have expressed how excited they are to include their children in the program, and some have even stated that they might stop paying for private tutors for their children if the program is implemented.

One of the program’s funders is also very excited. They are interested in closely studying the program to see whether it can indeed increase graduation rates. If the program is successful, it might be implemented in school systems across the country. This donor has asked Aishah to use a control group to study the effectiveness of the program.

They would like Aishah and her team to randomly sort the students in the school system into two groups. Students in the first group will receive the services included in the educational program. Students in the second group—the control group—will receive a different set of services that have been proven to not affect graduation rates. To avoid influencing the participants, students and parents will not be told which group they are in. At the end of the two-year program, graduation rates between the two groups of students will be compared. If the graduation rate of students in the program is significantly higher than the graduation rate of students in the control group, the program will be expanded.

Aishah and her team have never implemented this type of M&E process before. Aishah needs this donor’s money, but she is a bit uncomfortable with their plan. If she followed her donor’s instructions, would there be any ethical issues?Participant+Tracking+Form+Template.docx ⁰

Data has to be kept confidential at all cost yes because it is meant to be private and personal.

INTERNAL OR EXTERNAL TECHNICAL SUPPORT?
Installing, updating and fixing data management tools can require specialized technical knowledge. As a result, even the most technologically-savvy organizations often rely on consultants or companies to maintain and update some parts of their IT systems.

However, over-reliance on external consultants can be expensive. It also opens your organization up to some risks: if an element of your data management system breaks, will you be able to contact your IT consultant in time? Will they really understand what your organization needs to be able to do?

Finally, even if you hire an IT consultant, your team still needs to generally understand how the technology works. If there is no one on your team who is able to talk about how the technology works or what it should do, it will be very difficult to make sure that your IT consultants are doing what you hope they will do.

This is why, in addition to hiring consultants or services, you should train your staff to use, modify and fix your data management tools.Communities_Mozambique_Story.pdf

INTERNAL OR EXTERNAL TECHNICAL SUPPORT?
Installing, updating and fixing data management tools can require specialized technical knowledge. As a result, even the most technologically-savvy organizations often rely on consultants or companies to maintain and update some parts of their IT systems.

However, over-reliance on external consultants can be expensive. It also opens your organization up to some risks: if an element of your data management system breaks, will you be able to contact your IT consultant in time? Will they really understand what your organization needs to be able to do?

Finally, even if you hire an IT consultant, your team still needs to generally understand how the technology works. If there is no one on your team who is able to talk about how the technology works or what it should do, it will be very difficult to make sure that your IT consultants are doing what you hope they will do.

This is why, in addition to hiring consultants or services, you should train your staff to use, modify and fix your data management tools.Communities_Mozambique_Story.pdf Communities_Mozambique_Story.pdf

INTERNAL OR EXTERNAL TECHNICAL SUPPORT?
Installing, updating and fixing data management tools can require specialized technical knowledge. As a result, even the most technologically-savvy organizations often rely on consultants or companies to maintain and update some parts of their IT systems.

However, over-reliance on external consultants can be expensive. It also opens your organization up to some risks: if an element of your data management system breaks, will you be able to contact your IT consultant in time? Will they really understand what your organization needs to be able to do?

Finally, even if you hire an IT consultant, your team still needs to generally understand how the technology works. If there is no one on your team who is able to talk about how the technology works or what it should do, it will be very difficult to make sure that your IT consultants are doing what you hope they will do.

This is why, in addition to hiring consultants or services, you should train your staff to use, modify and fix your data management tools.Communities_Mozambique_Story.pdf

The data that is stored should always be protected and we need to make sure that the is limited access to the data. make sure that the people who access the data have unique credential so that the data can be protected that way we can be able to manage the data and make sure that we monitor and we comply with the POPI act as it is essential .

yes! i agree that in the context of data management, essential decisions revolve around data format, naming and recording rules, data organization, and data access and archival. These choices collectively shape the foundation of an effective data management system, ensuring consistency, accessibility, and long-term data integrity.

Data management system is important to be accessible to the right people, organized in such a ways that data loss is prevented/minimized, labelled with logic, stored in the right frequency and manner, and file type should also be taken in consideration for accessibility.

Monitoring: Collecting project information regularly to measure the progress of your project or activity. This helps to track performance over time and to make informed decisions about the effectiveness of projects and the efficient use of resources.

Evaluation: Evaluation measures how well the project activities have achieved the project’s objectives and how much changes in outcomes can be directly linked to a project’s interventions

The issue of data ethical considerations are important in terms of data access and archival. And the respect for participants privacy is another important issue.

Data access and archival are crucial aspects of data management, ensuring that data is stored, organized, and retrieved efficiently while also being preserved for future use.

1. Data Access:
   Data access involves the retrieval and manipulation of data stored in databases or other data storage systems. Efficient data access is essential for businesses and organizations to make informed decisions, analyze trends, and gain insights. There are several methods for data access, including:

Database Management Systems (DBMS): DBMS software like MySQL, Oracle, or MongoDB allows users to access data through structured query language (SQL) or NoSQL queries.

APIs (Application Programming Interfaces): APIs provide a standardized way for applications to interact with data, enabling seamless integration and access across different systems.

Data Warehousing: Data warehouses consolidate data from various sources, making it accessible for analytical processing and reporting.

Data Lakes: Data lakes store large volumes of raw data in its native format, allowing for flexible and scalable data access and analysis.

2. Data Archival:
   Data archival involves storing data for long-term retention, regulatory compliance, or historical purposes. Archiving ensures that data is preserved securely, remains unaltered, and is accessible when needed. Here are some key points related to data archival:

Compliance and Regulations: Many industries have regulatory requirements that mandate data retention for a specific period. Archiving helps organizations adhere to these regulations.

Cost Efficiency: Archiving data allows organizations to move less frequently accessed data to cost-effective storage solutions, optimizing resources and reducing operational expenses.

Data Security: Archival solutions often include encryption and other security measures to protect archived data from unauthorized access or tampering.

Data Lifecycle Management: Effective data archival is a part of the data lifecycle management process, which includes data creation, storage, archiving, and disposal.

In summary, data access ensures that information is readily available for day-to-day operations and analysis, while archival ensures that data is securely preserved for compliance, historical analysis, and future reference. Both are integral components of a robust data management strategy, enabling organizations to make informed decisions and maintain data integrity

Data access and archival are crucial aspects of data management, ensuring that data is stored, organized, and retrieved efficiently while also being preserved for future use.

1. Data Access:
   Data access involves the retrieval and manipulation of data stored in databases or other data storage systems. Efficient data access is essential for businesses and organizations to make informed decisions, analyze trends, and gain insights. There are several methods for data access, including:

Database Management Systems (DBMS): DBMS software like MySQL, Oracle, or MongoDB allows users to access data through structured query language (SQL) or NoSQL queries.

APIs (Application Programming Interfaces): APIs provide a standardized way for applications to interact with data, enabling seamless integration and access across different systems.

Data Warehousing: Data warehouses consolidate data from various sources, making it accessible for analytical processing and reporting.

Data Lakes: Data lakes store large volumes of raw data in its native format, allowing for flexible and scalable data access and analysis.

2. Data Archival:
   Data archival involves storing data for long-term retention, regulatory compliance, or historical purposes. Archiving ensures that data is preserved securely, remains unaltered, and is accessible when needed. Here are some key points related to data archival:

Compliance and Regulations: Many industries have regulatory requirements that mandate data retention for a specific period. Archiving helps organizations adhere to these regulations.

Cost Efficiency: Archiving data allows organizations to move less frequently accessed data to cost-effective storage solutions, optimizing resources and reducing operational expenses.

Data Security: Archival solutions often include encryption and other security measures to protect archived data from unauthorized access or tampering.

Data Lifecycle Management: Effective data archival is a part of the data lifecycle management process, which includes data creation, storage, archiving, and disposal.

In summary, data access ensures that information is readily available for day-to-day operations and analysis, while archival ensures that data is securely preserved for compliance, historical analysis, and future reference. Both are integral components of a robust data management strategy, enabling organizations to make informed decisions and maintain data integrity

M & E data is not for the M & E team alone but for others such as program team and other stakeholders. Thus, these data must be ensured to be able to be accessed by the concerned people. The purpose of such access to data would be varied among them. Depending on this, the level or authority of accessibility to the data could be different. For example, project team members may need to have access to it in order to add more information and documents into the database system. They may also need to access to them for the review, learnings and decisions regarding the project activities over the course of the project implementation. The data must also be ensured that people those who are irrelevant with the concerned project/program are not able to access it since this may amount to an ethical issue - the breach of policy of data security and confidentiality. Data must also be kept for a certain period of time according to the internal policy of the organization or that of donor's policy. All data must be back-up to avoid loosing them by accident.

M & E data is not for the M & E team alone but for others such as program team and other stakeholders. Thus, these data must be ensured to be able to be accessed by the concerned people. The purpose of such access to data would be varied among them. Depending on this, the level or authority of accessibility to the data could be different. For example, project team members may need to have access to it in order to add more information and documents into the database system. They may also need to access to them for the review, learnings and decisions regarding the project activities over the course of the project implementation. The data must also be ensured that people those who are irrelevant with the concerned project/program are not able to access it since this may amount to an ethical issue - the breach of policy of data security and confidentiality. Data must also be kept for a certain period of time according to the internal policy of the organization or that of donor's policy. All data must be back-up to avoid loosing them by accident.

M & E data is not for the M & E team alone but for others such as program team and other stakeholders. Thus, these data must be ensured to be able to be accessed by the concerned people. The purpose of such access to data would be varied among them. Depending on this, the level or authority of accessibility to the data could be different. For example, project team members may need to have access to it in order to add more information and documents into the database system. They may also need to access to them for the review, learnings and decisions regarding the project activities over the course of the project implementation. The data must also be ensured that people those who are irrelevant with the concerned project/program are not able to access it since this may amount to an ethical issue - the breach of policy of data security and confidentiality. Data must also be kept for a certain period of time according to the internal policy of the organization or that of donor's policy. All data must be back-up to avoid loosing them by accident.

M & E data is not for the M & E team alone but for others such as program team and other stakeholders. Thus, these data must be ensured to be able to be accessed by the concerned people. The purpose of such access to data would be varied among them. Depending on this, the level or authority of accessibility to the data could be different. For example, project team members may need to have access to it in order to add more information and documents into the database system. They may also need to access to them for the review, learnings and decisions regarding the project activities over the course of the project implementation. The data must also be ensured that people those who are irrelevant with the concerned project/program are not able to access it since this may amount to an ethical issue - the breach of policy of data security and confidentiality. Data must also be kept for a certain period of time according to the internal policy of the organization or that of donor's policy. All data must be back-up to avoid loosing them by accident.

There are benefits of an archive of evaluation data and/or reports in the way they can be used.

Such as:

to provide examples of well-conducted and well-reported on evaluations
to identify common weaknesses in evaluations which may indicate the need for specific guidance or training
to synthesize data across different evaluations (to answer questions such AS “Do these types of interventions work?” or “For whom, in what ways and under what circumstances do they work?”)
to share data (if appropriate) with other stakeholders such as to contribute to a larger data set on a particular theme or area of shared interest for further analysis. The data must also be made available to other stakeholders whenever they need it

DATA ACCESS AND ARCHIVAL
This is the process on how data is stored and retrieved.
Data in every project is confidential in terms of who should access the data and for what uses. In regards to this only people who have the rights can be able to access the data. Also we should also know if the data can be easily accessed in terms of the system having the query tool

DATA ACCESS AND ARCHIVAL
This is the process on how data is stored and retrieved.
Data in every project is confidential in terms of who should access the data and for what uses. In regards to this only people who have the rights can be able to access the data. Also we should also know if the data can be easily accessed in terms of the system having the query tool

DATA ACCESS AND ARCHIVAL
This is the process on how data is stored and retrieved.
Data in every project is confidential in terms of who should access the data and for what uses. In regards to this only people who have the rights can be able to access the data. Also we should also know if the data can be easily accessed in terms of the system having the query tool

Wow!. I like what am learning.
Yes confidentiality of data is very important

Realized my organization does not use a specific clear format of naming and so it is very difficult to locate document on the share drive online.

Data storage varies based on how the data is used, who uses it and for what purpose it is needed. In an organization, it is important to have access to important data as and when needed by the relevant personnel. Ensuring and assuring the subjects in the data that their information is of utmost confidentiality will help an organization get accurate data and will overall give the true impact the program is creating.

Hierarchical Storage Management (HSM):

Description:

HSM is a data archiving model that involves automatically and transparently migrating data between different storage tiers based on its frequency of use. Frequently accessed data is stored in high-performance storage, while less frequently accessed data is moved to lower-cost, slower storage.
Key Features:

Tiered Storage: Data is organized into different storage tiers based on access frequency.
Automated Migration: HSM systems automatically move data between tiers as access patterns change.
Cost Optimization: Frequently accessed data is stored in more expensive but faster storage, while infrequently accessed data is moved to less expensive but slower storage.
Use Cases:

Archiving large datasets with a mix of hot and cold data.
Managing storage costs by optimizing the use of different storage media.
Examples:

IBM Spectrum Archive, Oracle Hierarchical Storage Manager.
Object Storage:

Description:

Object storage is a data storage architecture that manages data as objects rather than files or blocks. Each object contains data, metadata, and a unique identifier, allowing for efficient and scalable data storage. Object storage is well-suited for large-scale data archiving.
Key Features:

Scalability: Object storage systems can scale horizontally to handle massive amounts of data.
Metadata: Each object includes metadata, providing additional information about the data.
Accessibility: Objects are accessed via unique identifiers, making retrieval straightforward.
Use Cases:

Archiving large volumes of unstructured data.
Content distribution and collaboration platforms.
Cloud-based storage solutions.
Examples:

Amazon S3, Google Cloud Storage, Microsoft Azure Blob Storage.
Data Virtualization:

Description:

Data virtualization is an approach that provides a unified view of data from multiple sources, regardless of the physical location or format. It enables users to access and query data without needing to know the details of its storage or structure, simplifying data access.
Key Features:

Abstraction Layer: Data virtualization creates an abstraction layer that hides the complexity of underlying data sources.
Real-time Access: Enables real-time access to data from various sources without the need for physical data movement.
Integration: Allows integration of data from diverse sources, including databases, cloud storage, and APIs.
Use Cases:

Integrating and accessing data from multiple databases and storage systems.
Providing a unified view for analytics and reporting.
Agile data access in dynamic and heterogeneous environments.
Examples:

Denodo, SAP HANA Smart Data Access, Red Hat JBoss Data Virtualization.

Data management: Systems and processes for storing, organizing and accessing data.

Data security: Processes and systems for ensuring that data can only be added, accessed, changed or deleted by those with permission. Often, some people will have some data security permissions but not others. For example, they may be able to view the data but not delete it.

Database: A system for storing, organizing and accessing data.

Dataset: A collection of related data.

Table: A common format for organizing and displaying data. Data in a table is arranged into rows and columns. Each column represents a type of data (a data field), while each row represents a record.

Query: A request for data from a database

data storage is something we need to work on

Not having a secure location to store confidential data can have ethical implications. If confidential information is accessed by wrong individuals, it can compromise the safety of the individuals or groups described in the data.

Database should be well organised through a hierarchical structure so as to provide logic and consistency when retrieving relevant information from the database. Care must be taken that a specific number of individuals should be assigned a role in retrieving information from the encrypted database. It would be of great importance as well to decide on how data should be stored and when it should be retrieved or backed up. Such chosen individuals should adhere to the proper principles in ethical consideration when working on the database since some information need to be highly secured and remain confidential.

Data access archival is very important and a very sensitive part involved in data collection. There should be security measures been put in place to secure confidential information. First of all the dataset should be highly encrypted and it should be decided on who may have access to data and who can have access to editing data. Not every one should have access to manipulating data. Certain codes for searching and retrieving data should be clearly set as well as a method to exporting data captured.

this is realy exciting and important

data access is the ability to retrieve and utilize data stored in a database or other storage system while data archiving is the process of moving data that is no longer actively used to a separate storage device for long-term retention.

really interested

Le module est pertinent

Discussion:

Access Control:

Determining Access Levels: The decision on who should access the data is a critical one. It involves considerations of transparency, accountability, and the specific needs of different stakeholders. Discussing whether access should be limited to the M&E team, management, all staff, or even the public requires careful consideration.

Subset Access for Specific Programs: Consider the implications of allowing certain individuals or teams to access only specific subsets of the data. This may be relevant when dealing with multiple programs or projects.

Different Types of Access: Discussing whether different roles should have different types of access is essential. Defining roles and responsibilities helps in deciding who can view, edit, or modify the data.

Data Security:

Ensuring Permission-Based Access: Discuss strategies for ensuring that only authorized individuals can access the data. This may involve a combination of physical security measures (e.g., locked cabinets) and digital security measures (e.g., encryption).
Search Functionality:

Data Management Software Capabilities: Consider the capabilities of the data management software in terms of search and query functions. If the software lacks these features, discuss alternative methods for efficiently searching and retrieving data.

Accessibility of Stored Data: If data is stored in a physical format, discuss the organization and accessibility of the stored files. This could involve maintaining a well-organized system of folders and documentation.

Data Archival:

Determining Archival Criteria: Discuss when data should be archived and moved into long-term storage. Consider factors such as limited database space and donor requirements for storing data for a specified period (e.g., 3-5 years following a project).

Archival Process: Define the process for archiving data, including how it will be organized, stored securely, and made accessible when needed.

Ethical Considerations:

Confidentiality and Security: Discuss the ethical implications of not having a secure location to archive confidential data. Emphasize the importance of safeguarding sensitive information to avoid compromising the safety and privacy of individuals or groups described in the data.
In summary, the discussion should involve a comprehensive exploration of access control, data security measures, search functionality, data archival policies, and ethical considerations to ensure effective data management and protection.

Share experiences or challenges related to data access and security in your organization.
Discuss any ethical considerations that have arisen in the context of data storage and access.
Explore how your organization manages the archiving of data and ensures compliance with relevant regulations or donor requirements.
Remember that adopting best practices in data access and archival not only ensures compliance but also contributes to maintaining the integrity and ethical standards of your monitoring and evaluation processes.

a very important files and place to access needed data for org and that needed for any org

Data Access and archival is an important part in Data Management. Effective data access system ease up the M&E process by accessing required information on time with minimum effort. It further maintains the security of data as well.

data storage is something we need to work on

Data Access and Archival:

1. Data Access:

   • Definition: Data access refers to the ability to retrieve and interact with data stored in databases or information systems. It involves the process of retrieving, querying, and manipulating data for analysis, reporting, or application use.
   • Importance: Ensuring seamless and secure data access is essential for users and applications to retrieve the information they need for decision-making, research, or operational purposes.
   • Methods:
     • Querying: Using database queries to retrieve specific data subsets.
     • APIs (Application Programming Interfaces): Enabling programmatic access to data.
     • User Interfaces: Providing user-friendly interfaces for non-technical users to interact with data.

2. Data Archival:

   • Definition: Data archival involves the process of moving less frequently accessed or historical data to a separate storage location, often with lower-cost infrastructure, while still retaining its integrity and accessibility.
   • Importance: Archiving data helps organizations optimize primary storage resources, improve system performance, and meet regulatory requirements for long-term data retention.
   • Methods:
     • Cold Storage: Storing data in cost-effective, less accessible storage solutions.
     • Data Lifecycle Management: Implementing policies to automatically move data through different storage tiers based on its relevance and access frequency.
     • Compliance: Ensuring archived data complies with legal and regulatory retention requirements.

3. Challenges and Considerations:

   • Security: Implementing robust security measures to protect data during access and archival.
   • Retrieval Time: Balancing the need for cost-effective storage with the requirement for timely retrieval when accessing archived data.
   • Data Lifecycle Policies: Developing clear policies for data movement, retention, and disposal.
   • Format Compatibility: Ensuring that archived data remains accessible and usable despite changes in technology or formats.

Effective data access and archival strategies contribute to optimized data management, ensuring that valuable information is both accessible for current needs and appropriately preserved for future reference or compliance purposes.

Data Access and Archival:

1. Data Access:

   • Definition: Data access refers to the ability to retrieve and interact with data stored in databases or information systems. It involves the process of retrieving, querying, and manipulating data for analysis, reporting, or application use.
   • Importance: Ensuring seamless and secure data access is essential for users and applications to retrieve the information they need for decision-making, research, or operational purposes.
   • Methods:
     • Querying: Using database queries to retrieve specific data subsets.
     • APIs (Application Programming Interfaces): Enabling programmatic access to data.
     • User Interfaces: Providing user-friendly interfaces for non-technical users to interact with data.

2. Data Archival:

   • Definition: Data archival involves the process of moving less frequently accessed or historical data to a separate storage location, often with lower-cost infrastructure, while still retaining its integrity and accessibility.
   • Importance: Archiving data helps organizations optimize primary storage resources, improve system performance, and meet regulatory requirements for long-term data retention.
   • Methods:
     • Cold Storage: Storing data in cost-effective, less accessible storage solutions.
     • Data Lifecycle Management: Implementing policies to automatically move data through different storage tiers based on its relevance and access frequency.
     • Compliance: Ensuring archived data complies with legal and regulatory retention requirements.

3. Challenges and Considerations:

   • Security: Implementing robust security measures to protect data during access and archival.
   • Retrieval Time: Balancing the need for cost-effective storage with the requirement for timely retrieval when accessing archived data.
   • Data Lifecycle Policies: Developing clear policies for data movement, retention, and disposal.
   • Format Compatibility: Ensuring that archived data remains accessible and usable despite changes in technology or formats.

Effective data access and archival strategies contribute to optimized data management, ensuring that valuable information is both accessible for current needs and appropriately preserved for future reference or compliance purposes.

Data access is one of the main outputs of effective data governance programs. Organizations should ideally have well thought out, structured means of granting data access to different users. This is reinforced by various permissions and levels of security required for data access. Frequently, these permissions are based on organizational roles or responsibilities, which are structured according to data governance policies.

I also think that data archives store data that is not currently being used and allow you to retrieve data across a period of time based on search parameters. They store data in an indexed fashion, through the use of metadata, independent of how it may have been originally stored during active use. To retrieve data, you need to know the search parameters, such as origin, author or file contents.

What is data archiving?
Data archiving moves data that is no longer actively used to a separate storage device for long-term retention. Archive data consists of older data that remains important to the organization or must be retained for future reference or regulatory compliance reasons. Data archives are indexed and have search capabilities, so files can be located and retrieved.

Archived data is stored on a lower-cost tier of storage, reducing primary storage consumption and the related costs. An important aspect of a business's data archiving strategy is to inventory its data and identify what data is a candidate for archiving.

Some archive systems treat archive data as read-only to protect it from modification, while other data archiving products enable writes as well as reads. For example, WORM -- write once, read many -- technology uses media that is not rewritable.

Data archiving is most suitable for data that must be retained due to operational or regulatory requirements, such as document files, email messages and possibly old database records.

Data archiving vs. backup
Data archives are not to be confused with data backups, which are copies of data. Although both are considered secondary storage and use a lower-performance, higher-capacity storage medium than primary storage, they serve different purposes. Archives serve a data retention purpose, whereas backups are used for data protection and disaster recovery.

Data archives can be thought of as a data repository for data that is infrequently accessed but still readily available. Backups, on the other hand, are part of a data recovery mechanism that can be used to restore data in the event that it is corrupted or destroyed. Backup data often consists of important information that must be restored quickly when lost or deleted.

Online vs. offline data storage
Data archives take several different forms. Some systems make use of online data storage, which places archive data onto disk systems where it is readily accessible. Archives can be file-based or object storage-based.

Other archival systems use offline data storage in which archive data is written to tape or other removable media using data archiving software, rather than being kept online. Because tape can be removed, tape-based archives consume far less power than disk systems. This translates to lower archive storage costs.

Cloud storage is another possible archive target. Amazon Glacier, for example, is designed for data archiving. This method is inexpensive but requires an ongoing investment. In addition, costs can grow over time as more data is added to the storage cloud. Cloud providers usually store archived data on tape or HDDs.

Data archiving and data lifecycle management
The archival process is almost always automated using archiving software. The capabilities of such software vary from one vendor to the next, but most archiving software automatically moves aging data to the archives according to a data archival policy set by the storage administrator. This policy might also include specific retention requirements for each type of data.

Some archiving software will automatically purge data from the archives once it has exceeded the life span mandated by the organization's data retention policy. Many backup software and data management platforms have added archiving functionality to their products. This can be a cost-effective and efficient way to archive data. However, these products might not include all the functionality found in a dedicated archive software product.

Archiving for regulatory compliance
Some businesses are required to retain data for certain lengths of time due to regulatory compliance. Whether mandated by industry regulations or government legislation, staying within compliance guidelines is a prevalent business concern. Penalties for violating compliance can include payments for damages, fines and voided contracts.

Data archiving helps businesses meet compliance both by storing data long term and by consolidating data for easy access in case of an audit. The rules dictating the length of time for which data must be retained, where it can be stored and who has access to it vary by industry and the type of data that businesses in that industry generate.

M&E data needs a secure home with easy access. Balancing these depends on several factors including: Accessibility which entails Clear protocols, user roles, formats, and good documentation make data readily available to authorized users; Security considerations such as Encryption, system updates, backups, and audit logs keep data safe from unauthorized access or loss; as well as Archiving which is aimed at ensuring stable data formats, secure physical storage, version control, and long-term planning to ensure data remains accessible for future generations.
It is equally important to remember ethical considerations, data sharing agreements, and cost-effectiveness as part of the overall equation. By nailing these key aspects, your M&E data will be secure, accessible, and ready to inform future decisions and maximize project impact.

M&E data needs a secure home with easy access. Balancing these depends on several factors including: Accessibility which entails Clear protocols, user roles, formats, and good documentation make data readily available to authorized users; Security considerations such as Encryption, system updates, backups, and audit logs keep data safe from unauthorized access or loss; as well as Archiving which is aimed at ensuring stable data formats, secure physical storage, version control, and long-term planning to ensure data remains accessible for future generations.
It is equally important to remember ethical considerations, data sharing agreements, and cost-effectiveness as part of the overall equation. By nailing these key aspects, your M&E data will be secure, accessible, and ready to inform future decisions and maximize project impact.

M&E data needs a secure home with easy access. Balancing these depends on several factors including: Accessibility which entails Clear protocols, user roles, formats, and good documentation make data readily available to authorized users; Security considerations such as Encryption, system updates, backups, and audit logs keep data safe from unauthorized access or loss; as well as Archiving which is aimed at ensuring stable data formats, secure physical storage, version control, and long-term planning to ensure data remains accessible for future generations.
It is equally important to remember ethical considerations, data sharing agreements, and cost-effectiveness as part of the overall equation. By nailing these key aspects, your M&E data will be secure, accessible, and ready to inform future decisions and maximize project impact.

M&E data needs a secure home with easy access. Balancing these depends on several factors including: Accessibility which entails Clear protocols, user roles, formats, and good documentation make data readily available to authorized users; Security considerations such as Encryption, system updates, backups, and audit logs keep data safe from unauthorized access or loss; as well as Archiving which is aimed at ensuring stable data formats, secure physical storage, version control, and long-term planning to ensure data remains accessible for future generations.
It is equally important to remember ethical considerations, data sharing agreements, and cost-effectiveness as part of the overall equation. By nailing these key aspects, your M&E data will be secure, accessible, and ready to inform future decisions and maximize project impact.

M&E data needs a secure home with easy access. Balancing these depends on several factors including: Accessibility which entails Clear protocols, user roles, formats, and good documentation make data readily available to authorized users; Security considerations such as Encryption, system updates, backups, and audit logs keep data safe from unauthorized access or loss; as well as Archiving which is aimed at ensuring stable data formats, secure physical storage, version control, and long-term planning to ensure data remains accessible for future generations.
It is equally important to remember ethical considerations, data sharing agreements, and cost-effectiveness as part of the overall equation. By nailing these key aspects, your M&E data will be secure, accessible, and ready to inform future decisions and maximize project impact.

M&E data needs a secure home with easy access. Balancing these depends on several factors including: Accessibility which entails Clear protocols, user roles, formats, and good documentation make data readily available to authorized users; Security considerations such as Encryption, system updates, backups, and audit logs keep data safe from unauthorized access or loss; as well as Archiving which is aimed at ensuring stable data formats, secure physical storage, version control, and long-term planning to ensure data remains accessible for future generations.
It is equally important to remember ethical considerations, data sharing agreements, and cost-effectiveness as part of the overall equation. By nailing these key aspects, your M&E data will be secure, accessible, and ready to inform future decisions and maximize project impact.

M&E data needs a secure home with easy access. Balancing these depends on several factors including: Accessibility which entails Clear protocols, user roles, formats, and good documentation make data readily available to authorized users; Security considerations such as Encryption, system updates, backups, and audit logs keep data safe from unauthorized access or loss; as well as Archiving which is aimed at ensuring stable data formats, secure physical storage, version control, and long-term planning to ensure data remains accessible for future generations.
It is equally important to remember ethical considerations, data sharing agreements, and cost-effectiveness as part of the overall equation. By nailing these key aspects, your M&E data will be secure, accessible, and ready to inform future decisions and maximize project impact.

M&E data needs a secure home with easy access. Balancing these depends on several factors including: Accessibility which entails Clear protocols, user roles, formats, and good documentation make data readily available to authorized users; Security considerations such as Encryption, system updates, backups, and audit logs keep data safe from unauthorized access or loss; as well as Archiving which is aimed at ensuring stable data formats, secure physical storage, version control, and long-term planning to ensure data remains accessible for future generations.
It is equally important to remember ethical considerations, data sharing agreements, and cost-effectiveness as part of the overall equation. By nailing these key aspects, your M&E data will be secure, accessible, and ready to inform future decisions and maximize project impact.

So elaborate contribution here

So elaborate contribution here

So elaborate contribution here

Data should be we ll organized and safeguard, and the database should be accessible to only certain people.

Data management choices are critical because even before doing this course my data on the computer and even at work has been so clustered without rules on data management. But with this knowledge acquired I would like to start creating data management choices

Keeping data access to only authorized persons can also contribute to data security, confidentiality and data integrity. Proper archiving of data also makes it easy to access data when needed.

Data access and archival are critical components of the data management process in Monitoring and Evaluation (M&E). Here are key considerations for data access and archival in M&E:

Data Access:

User Permissions: Implement access controls to ensure that only authorized individuals have access to specific data sets. This helps maintain data confidentiality and privacy.
Role-Based Access: Different roles within an organization may require different levels of data access. Tailor permissions based on the responsibilities and needs of users.
Data Security:

Encryption: Use encryption methods to secure data during transmission and storage, protecting it from unauthorized access.
Firewalls and Intrusion Detection Systems: Implement security measures to safeguard against potential cyber threats and unauthorized access.
Data Sharing Protocols:

Data Sharing Agreements: Clearly define and establish data-sharing agreements with relevant stakeholders, ensuring that data is shared responsibly and in compliance with privacy regulations.
Data Sharing Platforms: Use secure platforms and protocols for sharing data with external partners or stakeholders, especially when collaborating on projects.
Archival of Raw Data:

Long-Term Storage: Archive raw data in a secure and accessible manner for the long term, preserving it for potential future audits, evaluations, or research.
Data Versioning: Implement version control for datasets, ensuring that changes and updates are tracked, documented, and archived appropriately.
Metadata Documentation:

Comprehensive Metadata: Document metadata thoroughly to provide context for the data. This includes information about data sources, collection methods, and any transformations made during the M&E process.
Data Catalogs: Establish a data catalog that provides a comprehensive inventory of available datasets, facilitating easy discovery and access for authorized users.
Data Archiving Practices:

Regular Backups: Implement regular backup procedures to protect against data loss due to technical failures or unforeseen circumstances.
Archiving Protocols: Define and follow protocols for archiving data, taking into account the retention periods required by relevant regulations and organizational policies.
Data Retention Policies:

Establish Policies: Develop clear data retention policies that outline how long different types of data will be retained and when it will be securely archived or deleted.
Legal and Ethical Compliance: Ensure that data retention practices align with legal and ethical requirements, particularly concerning sensitive or personally identifiable information.
Data Retrieval Processes:

Search and Retrieval Mechanisms: Implement mechanisms for easy retrieval of archived data, allowing authorized users to access historical information efficiently.
Documentation of Retrieval Processes: Document procedures for retrieving archived data to maintain transparency and consistency.

all data we must archived or no?

all data we must archived or no?

Data management: Systems and processes for storing, organizing and accessing data.

Data security: Processes and systems for ensuring that data can only be added, accessed, changed or deleted by those with permission. Often, some people will have some data security permissions but not others. For example, they may be able to view the data but not delete it.

Database: A system for storing, organizing and accessing data.

Dataset: A collection of related data.

Table: A common format for organizing and displaying data. Data in a table is arranged into rows and columns. Each column represents a type of data (a data field), while each row represents a record.

Query: A request for data from a database