My Communities

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

RESOURCES
Courses
Communities
About Us
DASHBOARD
My Courses
My Communities
My Certificates
My Trophy Case
MANAGE INFORMATION
My Account
My Profile
Help Center
Sign Out
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

It was very interesting topic, in this topic have learn the important of data access control, who to access the data, who to read and write, who to read and how to archived the data.

Mostly , M&E team should have the access

Data management

I have had an experience where I was instructed to extract data from Google Drive. I'm not sure if my laptop make was not compatible, it took me very long to download a spreadsheet from Google Drive. So I decided to use excel and send via email not Google Drive.

The data storage is usually in the form of tables, columns, rows, and their corresponding relationships. In other words, it is normally a structured system arranged in a way to allocate the required space for the contents and operations of the database. As a team, there should be a working in uniformity with regards to data recording.

We as TBHIVCARE have agreed to record data in this manner:

Folder number Code Surname, Name
KWA750101SHO TB TX SHOZI, ZAMANI
KWAND201/21 TB TX MKHIZE, THAMSANQA
KWAND368/13 TB TX HLOPHE, BHEKUMBUSO

Rules for data are Consistency, Logic and Anonymity for staff members only.
Data is stored on digital folders and it is easy to work with data.

Data Access and Archival
Every one accessing data has a unique username to login. Data is archived by the IT people on a despatch.

Yes true

Data access and archive can cost organization so much. Organization have to buy strong security system to safeguard the data against online hackers hence violating some ethics in data M&E .

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

here you consider the previllages of everyone on data.

When making data choices you must decide who can access data? Who should have access to read only and who should have permission to delete and edit. Different people should have different access to the data for protection of data.
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.

Very much informative and to the point

Data Management System should have all requisite features that allow different individuals to perform various actions, such as
• Only view mode
• View and edit
• View, edit and send

Maybe why you were having difficulty downloading from Google Drive was because the file was large and also maybe your internet was lagging.

The specific mechanisms that you might use to access or archive data will depend on the software or system that your team uses

Some data could be accessible to all parties, even to the public i.e. survey reports can be used by the public for references. Its ok if they are permitted to do so.

i have also learnt on how important is to label data properly for easy access as well as keeping it confidential

Very informative

confidentiality of data is very important so data accessing should be secured properly.

Data Format is essential for on which way should the data be stored before it gets analyzed and restored into categories with a given system , and surely the naming rules have to be obeyed in order to be well organized and clear in presenting these info .
Moreover, the access, permissions and the persons who are in charge, all these steps have to be taken into consideration.

In this section I have learned that data access and storage is very important. There are key factors to consider when deciding to employ the storage and accessibility system. some of the key issues discussed were the consideration of having a specific observable naming of the file, the filing format itself and considering file accessibility. Without proper consideration of permissions to file accessibility may cause danger to the files

Everything that is done in a project must adhere to ethical requirements, even data management operations hold a great amount of power to maintain or tarnish organisation's reputation. Participants providing their personal data is a sign of trust towards the organisation, which must not be taken lightly. Information security is key in protecting data privacy. To easily access the collected data, proficient naming & recording, and organisation skills are crucial in data management.

Good data practices are a must if we are to benefit from data. If we cannot manage it, we might as well not collect it. This is where it comes in handy. Dora needs to look at her archived data and decide which programs have the biggest impact and opt from the best of them.

That way, whatver she's left with will be generating successful results despite being trimed down or other cut out.

Archives must be secure, especially if the data being archived is sensitive data or data that could have a serious impact on the individuals involved.

Basic precautions
Define a records management process: what data should be archived, how and where it is stored, how descriptive data is managed

Implement specific access procedures for archived data because the use of an archive should be one-time and exceptional.

For the destruction of records, choose a procedure that ensures that the entire record has been destroyed.

Translated with www.DeepL.com/Translator (free version)

Proper filing of data and consistency is one of the main key to proper access data in a good way and simple way too

This is very true. Data should be accessed and archived systemically to aid both short and long-term retrieval.

For data access each department should only access data of their department in case they want access of another department, thay should first seek for permission from the responsible person

To strengthen confidentiality names of responds should be left out because incase data leaks, its difficult to identify a person if the data doesn't contain their names

True that

It is very important to maintain a strong data organizational system because it ensures safety of data and confidentiality of sensitive data. If poorly organized; data can be mishandled and this has serious implications on the organization as well as the individuals whose data had been leaked.

Data management is very essential. However, is it true that if one uses Technology -based method of data collection, the data organization stage is automatically bypassed? Is data management more applicable if data collection tools were not technology based ?

proper creating of data hierarchy for easy identification of files is the best, since in most case file go missing without finding out where they are yet they are within the same computer! thank God this new method will relief me from the loss of my data from now henceforth.

In data storage and management, I found data organisation to be very imperative in particular. It has guided me to rearrange and neatly organised the folders in my flash drive. Thus, in times of emergency it is quick and saves time when surfing for files.

An organization should have a mechanism of safe guarding its Data depending on who has the rights to access it, which areas(databases) to access and with a purpose as to why access the database of the organization. Safety should be Vital because incase data falls into unauthorized person, it can lead the donor to pulling back his grants offered to the organization. For confidentiality an organization gadgets can has passwords, databases/systems can also have restricted rights or incase of hard copy files, an organization can lock the room where they are kept so they are not accessed easily.

Data access and archival is very important as it determines the safety of you whole work. after all the work now, you have the data you need how will it be made accessible and how ill u keep it. it is very important to determine when the data is stored and achieved. this will make sure that the deadlines for your project are met. also avoid giving too many people access to the data that is collected. Parr from the M and E offices who should have full access to all the data, each team should be restricted to the data they collect. for example, peer educators should not have the access to the testing results of individuals mobilized.
Also, only data that has been verified and controlled for quality should be stored. it is of no use to store data that has a lot of inconsistencies as it will only inflate the system and can often be useless. once the data is achieved it should not be subjected to any corrections and or reviews. this is because at this point a lot of decisions have probably been made based on the achieved data.
data achieved should only be data that is validated.

hello how are you

that's correct
I agree with you

How and who Wil have acces to the data collection is a fundamental question to ask, it is important to set a boundaries on who has acces to what type of data. Data organization is important because it enables easy retrieval of data from authorized users. It is also important to put in mind the ethical rules regarding some highly sensitive information
, and those who have the rights to access it.

Ethical consideration should be applied in everything.

Yes the data should accessed by staffs concern

The way data is accessed is very vital to the survival of your project

It helps to get data updated and make reference to it whenever we want it

Setting boundaries to data access is ideal. when data is coded if makes it difficult for non permitted persons to access information. Reason why each department concern should be able to access just information which concerns them through the various features such as view only, view, edit and send .

Everything is fine! The course is positive

Data management is tools and process for storing, organizing, and accessing data, so we must understand the role information technology can play in storage and management.

Data management is tools and process for storing, organizing, and accessing data, so we must understand the role information technology can play in data storage and management.

perfectly.

Data Access and archival should involve certain measures. Access to different data should be considered and data can be archived when they are outdated.

Wow, thank you for the rare opportunity given tp us to be able to access this site and learn from it.

 Data mangement choices should be made before the start of a progect, the aim of a project might be defeated if the data magement is poor, becuase some data loss due to carelessness and poor mangement.

It is really expensive to rely on outsiders as technical experts of the organisation. There are some challenges here and these challenges include the following:

1. It will be hard to contact the expert and come on time especially when there is breakdown in the data system that needs to be fixed.
2. If the organisation is in remote area it will be difficult for the expert to reach on time at the station where his service is required.
3. In case if there is insecurity in the area in which the organization is operating the expert might not accept easily due to fear of insecurity and it will need the organisation now to provide maximum assurance to the expert.

Data, as has been discussed, is a very sensitive material and should be handled with care. Not everyone should have the power to add or subtract to the data base.
Confidentiality should be ensured all the time either by lock and key or by encryption.

It is also imperative to ensure that data always have the necessary qualities for effective analysis and to fulfill the requirements for which it is collected for.

Data storage and archiving is one of the most important parts of M&E because access to data is important but should also be limited depending on the type of data.

I have always been of the idea that data should just be saved with names and spaces but I've unlearn that and I've learn a new and more organized way to save which is to use a name without spacing and if numbers are to added then it should be two digits instead of one.

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?

the person to manage data base must be administrator for the project who is capable of managing data system and has to set file limits view and editable the file can be shared so that others can access it different access has to put in place depending on the position of staff.each person data base or the staff must have their own user name and password to access file .data must must be backed up each and every 2 minuts to avoid loss of data

Data access restrictions also help to reduces data manipulation

Data archiving is the process of moving data that is no longer actively used to a separate storage device for long-term retention. Archive data consists of older data that is still important to the organization and may be needed for future reference, as well as data that must be retained for regulatory compliance.

Data security is Key

Ethics plays a key role in data management systems

If you have to organize your database make it hierarchical

Data archiving is very essential in M&E system

As a data manager who has acces to ministry of health systems accsss like HEALTH MANAGEMENT INFORMATION SYSTEM(HMIS), RWANDA COVAX SYSTEM, CIsCOM_system for cummunity health, This point data access an archival is a good even best point to me. For example, it would be very difficult to a data manager to recognize either for community or for schools how many individuals who are candidate to a 2nd dose of covid-19 vaccine if functions like SEARCH was not put in the system of covax so many querries would be raised for the point of 2nd and 3rd missing dose.I t would be hard to store and arhive the documents named consent forms for vaccinated individuals in the office of data manager if filing structure is not made by this course.Truly, the permitted and admitted individuals access the data, reason why each data manager singed a password and username agreement with the ministry of health in order for determining who to store and to access the data at the district hospital or at the health center level. We, data managers edit data and at once access it but not all access data, the access depends on the level of the institution you work for.

The time of outliers and missing data in the system, data manager signs what is named 'log book for error correction' this is done after 15th of the opening month, so for this topic-data access and archive' it is real that a low tech as a key and a lock is needed for the point.

Controlling access to sensitive project information is good feature of a good data management system. It important for key project documents including those of participants and project staff need to protected from people outside the organization and restricted to people within the organization. For example staff salary information should be restricted to only people who are authorized to access such information. The same can be said for participants' information such their age, income level and other information should be protected from unauthorized access. Digital files should be password protected, while physical cabinets should have locks and keys kept with authorized staff.

As the utility of data become minimum with the passage of time, older data should be removed from the database to create space for recent and decision relevant data. Project can purchase extended high drive to achieve older files.

When considering data access and archival , its necessary to use a software that ensures easy data access, A software with a search function will allow one access specific data easily. Its good to consider who can access your data, additionally its good to understand when to move and transfer data. Lastly its good to consider data confidentiality in order to avoid ethical implications.

Data should be logically organized according to clear principles. The only persons that would have access to the data collected would be my M&E team and stored high-tech as data encryption on a digital database.

Data security or confidentiality of data is very vital to avoid data landing in the wrong hand.