Data Collection and Storage

Data collection is the first step in the process of transforming recorded data into information. Data collected in a valid and reliable manner helps us understand the "big picture" and provides a more accurate measure of the agency’s effectiveness in service delivery to the children, youth and families served. Data collection also contributes to heightened awareness throughout the agency (from management to the worker level) of the importance of data for improving practice with children, youth and families served.

Data collection refers to recording information necessary to perform effectively and efficiently the duties required by agencies. Data collection ranges from informal case notes to high-end data entry protocols that are part of electronic databases. Data (of a particular type and depending on its use) has to be paired with an appropriate strategy that considers: how the data are recorded; how the different tables of data relate (or link) to one another; the use of standards to define the underlying data; the timeliness of data entry; and user training with respect to the importance of accurate and timely data.

The information management system must be able to collect data in a number of different critical areas related to the effective and efficient functioning of the public child welfare agency. These include Budget and Finance, Technology, Research,  and other key administrative functions.

General guidelines on collecting data include:

• Clearly assess your need and define data needed. Describe which data elements to include and describe the data variables. (e.g., data elements to examine disparities may include length of stay and exits).
• Describe the scope of your project. Identify which data collection activity to perform in a pre-service activity.
• Identify available sources of information. Work with staff and stakeholders to determine where you will gather your data from and keep sensitive data confidential.
• Test your data collection tool. It’s important to consult colleagues and other experts in this area and to conduct a test run.
• Timing is everything. Plan to collect data when your target audience is easily accessible and clearly describe the timeframe for participants.

There are several methods for collecting data. These include observations, questionnaires and focus groups. The pros and cons on choosing any strategy for collecting data can be found in the Building Evaluation Capacity Report.

Additional guidance can be found in Best Practices for Data Collectors and Data Providers, published by the Working Group on Better Coordination on Postsecondary Education Data Collection and Exchange.

The storage of information has to be secure and managed in a way that accounts for the possible loss or destruction of information. Guidance on ways to store data effectively and efficiently can be found here. Sample responsibilities regarding preservation and disposal of information include:

• Developing and implementing policies and procedures in compliance with Federal laws and regulations.
• Developing a Records Disposition Schedule and applying approved schedules, including the prompt destruction of materials when they are no longer necessary.

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