First Tuna Data Workshop (TDW-1) October 2006, Noumea, New Caledonia Oceanic Fisheries Programme (OFP) Secretariat of the Pacific Community (SPC) SESSION 5.2 Components of Managing Data …

Presentation Outline Components of Managing Data 1.Data Registry System 2.Data (hard-copy) Filing System 3.Integrated Database System Definition Benefits Data Processing 4.Data Quality Control 5.Data Archiving system 6.Data Security

What is Data Collection, Management and Dissemination ? “Requirements” to collect data Output to users of data National data holdings Data collection systems Data management systems Data dissemination systems (using the data) Feedback mechanisms (e.g. Quality Control)

Components of Managing Data Data Registry System Used to register each receipt of data into the Fisheries Division Ensures that all data received by your office can be tracked Can be a manual or database system Caters for an appropriate “link” to where hard-copy data are stored to facilitate easy retrieval Caters for appropriate “links” to where electronic data are stored (computer / directory / database) Caters for the acknowledgement of receipt of data to sender (which also might describe any problems with the data) Basic attributes of each data receipt are Type of data Source of data (country, sender) Date sent by sender or date of covering letter with data Date received Date acknowledgement of receipt sent Acknowledgement sent by whom

Components of Managing Data Data (hard-copy) Filing System Data (hard-copy) Filing Systems are usually arranged according to one or several of the following attributes (not necessarily in this order) - (i)Type of data (ii)Gear type (iii)Vessel nationality (iv)Vessel Name Select a filing system that is compatible with your main database and Data Registry Systems to facilitate easy retrieval Consider a data archive policy (i.e. scan to electronic form and destroy hard-copy after a certain period to time) Consider what security measures are required for your hard-copy data

Components of Managing Data Integrated Database System Definition of an Integrated Database System “ … an integrated database system manages and organises the storage of all types of relevant data in electronic form through data entry, data quality control and other database management system modules. An integrated database system also allows for the efficient retrieval of information through a reporting module …” Benefits of an integrated Database System Facilitates the verification of one type of data with another Maintains consistency Ensures standardisation Facilitates the determination of the coverage of data Facilitates the reporting of more than one type of data Facilitates the reconciliation of several data types Prevents duplication (e.g. identical reference tables in two separate systems)

Components of Managing Data Integrated Database System (cont.) Data Processing Module Essentially the data entry/verification sub-system Provides a means of transferring hard-copy data to electronic form Allows for efficient storage of data in a database Includes specific forms of Data Quality Control, for example, “Verification” Phase (double-entry system) “Field range checks” “Reference Table Edit checks”

Components of Managing Data Data Quality Control The “Quality Control” concept covers all systems … Quality Control in data collection systems Quality Control in data management systems … linked through feedback mechanisms … Main purpose of Quality Control is to ensure accurate / representative data are available Quality Control in Data management systems Pre-data processing Data Processing Post-data processing Data quality reporting (Revisited in Session 5.3)

Components of Managing Data Data Archiving System Data Backup Strategy What media is used to backup electronic data… What frequency of backup is used… Daily Weekly Monthly Annually Who is responsible… What is backed up… (on-site and off-site) Where do the backups reside…(on-site and off-site) Are there instructions/procedures for the Data Backup Consider whether all historic electronic data should remain on-line Consider whether historic hard-copy data should be archived off-site Data Recovery Strategy Are there instructions/procedures for Data Recovery Who is responsible for informing staff and performing Data Recovery procedures

Components of Managing Data Data Security Consider the need for a Data Security Policy covering your tuna fishery data  are there precedents in other government departments in your country ?  this may eventually be guided by the proposed WCPFC’s Information Security Policy (ISP) Regardless of the need for a “policy”, it is important to have Data Security Procedures to protect data… “Data security” is defined as the protection of data from unauthorized (accidental or intentional) access, modification, destruction, or disclosure

Components of Managing Data Data Security (cont.) Components of “Data Security Procedures” Describe security procedures with respect to “Physical access” … Hard-copy data, computers, lap-tops or other sensitive material Considers how to handle the level of access (e.g. visitor’s access ?) Describe security procedures with respect to “Electronic access” … Login/passwords Network firewalls Anti-virus software Level of access by user or user group Ensure security methods and software are up-to-date Secure backup Secure Dissemination of data Should clearly define who is responsible in each case Should include training and awareness-raising for all staff