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Who should be able to access data?When should data be achieved and stored?
This are some of the questions to be asked when in accessing and archival of data

M & E data is not only for the M & E alone but also for other members of the project/program team or relevant stakeholders. Thus, it is must be ensured that such data can be accessed by those concerned. The purpose of access to the data file could be different. For example, project/program team members may need to have access to it for the purpose of project review, learning and decisions regarding the project activities over the cause of the implemention. Also, the accessible authority to these data could vary. For example certain people from the project/program may be allowed with the authority to add new data and information but not allowed to make edits. It should be ensured that the data can not be accessed by those who are not relevant with the project as this may arise the issue of ethic in terms of data security and confidentiality.
These data should also be archived for a certain period of time according to the organizational data policy as well as donors'. All the data must be back-up to void 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.

Data access and archival will be important and have to use proper archiving methodology. After certain period of changing Data management without having proper archiving system will lead to lost the information and will cost for time to access required information.

Data encryption on a digital database is almost always the best and most effective form of data protection as well as limiting access to who can vie, edit, move, cut or even delete files or folders.

Data accessing and archival should be done by the data producers and users.
Accessing data that have been collected and stored by project team should be accessed users, those could be policy makers, donors partners and others. Therefore, the retrieval of such data should be made easier to enable timely access because data have its important timeframe for informing decisions and next steps.
The archived data is used for historical reference purposes by the project team, and also the donor partners and other interested people such as researchers on the project.

Different people can have different access to data. This all depends on the type of information you will want to share with everyone. Ideally one central unit or person should be in charge of management of data aspect that involves deleting or editing

Data access and archival is very important because it help to identify who should be able to access the data and how will data be searched.

I believe there are different types of access to data. Every stakeholder should have different access in accordance with the needs of the data use.

Data collected must be organized and not accessed easily by anyone because some of the data might contain personal information about certain people. Thus, not having a secure location to store data that is confidential and not public can have ethical implications.

Easy data access and archival depends on how well you organize your data, files and folders.

Archiving is vitally important for information management and can give a business greater control over their information processes. As a business grows it will create more data – data that needs to be meticulously managed and monitored in order for it be utilised properly.

Data Access and Archival is the system that considers all the rules and processes needed to name and store data files. implementation of these rules will help us to save time when retrieving files for the data base.

I totally agreed with your statements. Also, how we organize the data is key to have timely and accurate data for decision making, the ultimately goal of any MEAL system.

In this topic we understood the following main area in data storing and management process:
Their are four main important data management choices exist. those are Data format, naming and recording rules, organization and data access and archival. Those are an important choices to follow you and your team to be appropriate data mangement and in your organization.

Data access and archival is important to protect documents from un authorised use

In my opinion, i think only the M&E personnel's and the CEO should have access to the Data archival, and confidentiality forms should be signed by all personnel's working with the raw data in order not to cause harm.

In my opinion, i think only the M&E personnel's and the CEO should have access to the Data archival, and confidentiality forms should be signed by all personnel's working with the raw data in order not to cause harm.

You decide the kind of access you give to certain data in databases. Set permissions.
In data storage and archival, 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.

Knowing who have access to project data is a necessary practice to ensure its safety and confidentiality. Data managers and keepers should be vigilant about this.

In addition to Ethical Consideration, in some countries , they have regulations that doesn't allow to archive or backup data outside of the country of origin. In such a situation it is very difficult to consider a cloud base storage.

Archiving data reduces cost because it is typically stored on low performance, high capacity media with lower associated maintenance and operation cost. It also helps in better backing up and restore performance. It removes data from back ups, reducing size and eliminating restoration of unnecessary files. Archiving also helps in security reasons like cyber-attacks and data breaches. It can keep track information and increases protection from unauthorized third party.

Data management can be very trick if not handled correctly especially when working with paper base data.

Data is very crucial and it should be kept safe and confidential, and that retrieving should be done by by a mandated personnel

Storage of data may look simple but it is not. take in an instance that you didn't organize your data well and eventually lost a few data. the implications will be great and the consequences may be lethal to the organization. Therefore, I highly recommend a secured, safe and easy way of organizing data should be introduced

Correct file naming is key to having a good data storage practice

One of the most important steps of data management is how the data collected is stored and ways it can be retrieved when needed by relevant people

it is better to put people in different categories on a system and limit accessibility for someone , either someone van do data entry and view and other especially managers can have access to editing

yes there are allot of questions

yes there are allot of questions

Creating data access permissions is very tricky if you have limited IT skills at the same time its an essential skill to have as a Project manager.

Data should be stored and be retrieved by selected people

Data achirving in a great concern in the M&E data management strategy. As a step in the data management process, it's failure could break any other in the chain. So we need to be seriously advised when we need to proceed.

important discussion

There is a need to follow due principles and guidelines in accessing, storing and managing data.

Access and archive stored data are two critical and fondamental actions in data storing and management processus. In fact , there would bé no needs entering in such strategy if data accessibility us guaranted.

It is very vital to have a secure location to archive confidential data which can lead to an ethical problem.

For data access and archiving, is important in such a way that the data that we keep in the database must be consulted either by the M&E people, or by analysts, therefore it is data must be structured so as not to complicate access to this system. So I think that the company must manage or lock its data well so that it is not accessible to everyone. And this data must be structured, protected even with passwords or to avoid modification

Exactly, without data management protection, the business loses its privacy. Each company is obliged to properly present and manage its database. Accessing everyone's data can lead to business bankruptcy and other lawsuits

Yes, all companies or projects have an obligation to secure the database, so as not to lose archives and this must be done with enormous confidentiality.

Ensuring that no harm gets to beneficiaries by any act of data processing which has guarantee to proctect

Data management is as important as the data because any mismanagement of data can lead to serious ethical dilemma.

In the case of analog filing, are there any guides that can assist? I also think that a hard copy of the digital storage structure could help a new user of the archive to quickly track specific data. What could be the experience with this?

With current technologies, data can be archive on virtual media like cloud storage which can be accessible from anywhere. Is this type of data archiving secure?

Since there is not one way to analyze and present qualitative data, how can someone who is totally new to the system know that your analysis are correct and foe decision

Data access and archival. I think the part that stood out for me is the ethical implications. The "Do no Harm" we own our clients some level of professionalism and confidentiality. If due to our own carelessness sensitive information of our client is leaked, it can be detrimental the client and the image of the organization if the sensitive information gets to the wrong hands.

Data should be stored in a clearly labelled folder in an agreed format. The security credentials for confidential files must be continuously changed or have an automatic password generator to avoid any breach by third parties.

Since there is not one way to analyze and present qualitative data, how can someone who is totally new to the system know that your analysis are correct and foe decision

Since there is not one way to analyze and present qualitative data, how can someone who is totally new to the system know that your analysis are correct and foe decision

the allocation of data access rights must be done properly to guarantee the security and confidentiality of the data

Data has rules on how to name the files and recording in a table. If these rules are followed, it will be much easier for the organization to retrieve and use the archived data

Data access and archival is very important as it helps stop unauthorized access to the files the person is not allowed to view and gives great security to the information stored in the database system.

As an M&E team, it is required from us to make sure the kind of store we use for our data we collect from the beneficiaries to protect the confidentiality.

Setting up a data management system starts with making choices on what type of technology to be used. There are a number of technological factors one needs to consider like data format, naming and recording, organization and data access and archival. A few rules also need to be considered like how the data is consistent, does it have logic and is it confidential?

if i may add from what has already been discussed, i would say an inscription code can be added to each data that is collected for a particular purpose in a specified time. This will enhance security and confidentially and authorised for staff concern.

An data access in programming that provides an abstract interface to some type of persistence mechanism, providing some specific data operations without exposing details of the persistence layer.
Archival I an accomplishment or successful carrying out a task completely

Data storage is a key part of a very good business and organisation. It should be dome with carefulness and consistently. It tells the key things on a topic we need to know per time. The PDF, XML, PNG, HTML are few examples of how we store our documents.

It is important to note that files and documents should be stored based on date, name of content and time so as to remember whenever it has to be retrieved.

Thank you everyone.

Data access and archival is very important in ensuring the safety of the subjects as well as the security of databases. Although most organisations endeavor to ensure limited access by external people, some have failed on access internally. Access to databases should be structured in such a way that the people who need to access the access the data have the user rights to do so, and even these user rights should limit on what these people can do with thedata for example editing, viewing or deleting or all.

Data access and archival has to do with who is allowed to have a passage or path or authority or chance to use or save or access the program or information

DATA ACCESS AND ARCHIVAL , The specific mechanisms that you might use to access or archive data will depend on the software or system that your team uses . 1 Who should be able to access the data? Just the M&E team? Just the management team? All of the staff? The public?
2 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?
3 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.
4 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?
5 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.
Finally 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 is very sensitive and it requires to be stored in a very secure place. I believe that data is everything that any organisation needs to grow and develop.

In my Opinion, there should be a specific group of people who has access to some kind of data especially ones that is confidential.

Archiving data is one of the post important parts of the data journey. Most of us make the mistake of thinking once data is used for the intended project purpose, it is useless. We have more than often found ourselves in situations where our work gets recognised five years later but we have nothing to show for it or we have been given a chance to have a next phase from our previous successful project but we have to start from scratch because data is just not there. It is important to archive our data in a way our great grand children will come to use it.

I agree with you. and data should very much be specific to the role each accessor plays. I have seen instances where someone was given writes to enter data when they work on analysis, they made a mistake and entered figures in a form as a trial only to distort large amounts of provincial data.

It very important to make better data management choices as this has an implications on ethical matters. Data should be managed and stored in such a way that it does not cause incoviniences or data loss

Data Acess and Archival is significant because it helps control who can acess the data.

It is very critical to keep the data stored safely as it can cause harm to participants. Moreover, deciding on who can access how much of the data should be clearly defined before the data collection process starts and should be shared with everyone who will have access to data.

It's very important to identify who should have access to data, and also arranging each data according to project is very important.

Absolutely true

In summary, when setting up a data management system, our team has to make a number of choices regarding: data format, rules for naming files and recording data, data organisation, data access and archiving.

consistency is very key. A method/pattern agreed upon should be shared to all members of the team for onward compliance.

Ethical consideration is paramount in access and archiving data, if anyone access data any how it will be unethical. Categories of how to have access to data is important as every level has their own responsibility on how they will protect the data.

Proper file naming is important to track data and making data search. Diffrent folders for diffrent type of data is good example of data organization . If we want to know the record of previous 5 years and if record is saved with year wise, we can easly esnure access to data and may be able to see our progress year wise. Data confidentaility and privacy rules are important to avoid misuse of data and security of data may also be ensured.

Data which has been stored in a database or any data storage must allow users to access the data based on the type of data those users are allowed to access. not everyone must be allowed to access any data as some information is confidential and because of this, there must be a very good data security to allow only who are permited to access the iinformation.

This course has been an eye opener and i think we need to develop systems that can be available oofshelf to cater for similar projects. In my considered opinion it is important to thoroughly look out for those standard procedures that apply to majority of the projects and ensure we actually find a standard solution.

Data Authentication is very important for the survival of the organization i.e what kind of the people need to see it

Data should be organized and sorted and secured according to the need of the organization.

Data storage is a key process. Without a key guideline on how effectively store data, it is possible to have such data lost after a tedious and log data collection process leading to losses.

Decision of what kind of the data to accessed by whom and what time is very good

This section is all important as many other sections of dealing with data, the naming rules are worth to be adopted by any statistician, organization of the database for easy retrieval has a nice procedure to be followed, and finally the persons who are suppose to access the data, it is a nice piece.

حفظ البيانات وارشفتها موضوع مهم جدا .ادخال البيانات لمشروع وحفظها لانها تحتوي على معلومات مهمه ويجب حفظها في نظام قاعده البيانات مشفره ولايمكن ان يصل اليها احد غير ناس موثوقين تحددهم انت من الفريق الذي هم مشتركين معك

It is useful for lonterm

Hi.everyone

Data access and archival is a very crucial topic, if data is not stored securely or archived properly confidential data might be leaked hence a system should be set to ensure who can access the data and to what extent.

Hi.everyone

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All TopicsModule 3: Data Access and Archival
D
DENERFRANCOIS
Jul 27, 2021, 2:34 AM
Access and archive stored data are two critical and fondamental actions in data storing and management processus. In fact , there would bé no needs entering in such strategy if data

Data is accessed and achieved in a software device by knowing who is to access that data, how many people are to access and achieve data,use similar or different datas from numerous staffs, what permissions are needed during the data management plans to be accessed, which kind of hired accessors needed to achieve existing data, what strategies needed for a successful data access, etc.

Data is an information that anyone who is not obliged to have access can use it against an organization or an individual. Archiving data is very important it helps to perform data trends.

Data retrieval goes in hand with system access right.

If system access rights have not been properly managed, data could easily be mismanaged.

Data should be accessed by those that intended to see and observe and it must be protected in a high secured digital or physical site.

Privacy
confidentiality and
Anonymity are some how inter related.

It is important to know who can access our stored data whether from the software or files.
The M&E team, management team, allt the staff and the public can access the data.
Some times there are some certain people can access some data from another program.
It is important to decide how can edit , enter delete or view data.
We can protect our data through data security and permissions given to the users.
It is crucial that our data can searched easily if the software we can run query to search for specific data with specific period.
And if the filing cabinet we can look through index
Data stored can be available for 3 to 5 fives.

Data should be organized and secured, only those who have access to it should in a designed way.

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.

100% true

Working among organizations requires us to be systematic and organized in storing and retrieving data. Through the use of data management tools, we can easily aggregate and sort data in accordance to their attributes and relevance in a particular concern.

Data security is really useful since there is always hierachization in the Company so it includes the spirit of confidentiality and filtering of the sharing according to the people who have the right to access.
It can also preserve the data because sometimes if you give access to all the people then you don't know who is the person who makes the modification or deletion of the data.

I understood from the current unit that the data should be clearly coded for the work team and protect the identity of the people
It is highly organized so that it can be easily accessed by the work team and stakeholders according to the importance of each of them and their ability to deal with data