Handling Reference Questions DLI Orientation Session Kingston, Ontario April 5, 2004

How much you do will depend on the level of service you offer in your data centre!

Worst reference question? I need some data

Reference interview questions  Why do you need data?  What type of data do you need?  What are you looking for?  What geographic area(s) do you need?  What time period do you want?

Why do you need data?  Any number of reasons: I need data to do stats with I need data to do stats with I need to know that there is data available, but I don’t actually have to use it (yet) I need to know that there is data available, but I don’t actually have to use it (yet) I need it for my thesis I need it for my thesis I need to prepare a sample for my class to use on their exercises I need to prepare a sample for my class to use on their exercises I need to know if we have it for a grant proposal I need to know if we have it for a grant proposal

Types of data needs (1)  A data file dealing with a specific topic  A data file that contains specific variables  Data files that can be compared (for countries, time periods, regions)

Types of data needs (2)  Aggregate data  Time series data  Microdata  Geospatial data  Map

Aggregate data  Type of data  Level of aggregation (geographic)  Level of aggregation (unit of analysis)  Format  E.g, Exports from Ontario of pig iron in Excel format

Time series data  Aggregate data  Adds time to an aggregate question  Which stats package is very important May be able to convert between formats May be able to convert between formats

Microdata  Unit of analysis (individual, household, family, business)  Level of geographic detail needed  Topics (usually more than one)  E.g., health and income of London individuals

Geospatial Data  Adds the ability to link data to maps May want to link microdata or aggregate data (e.g., respondents’ location, average income) May want to link microdata or aggregate data (e.g., respondents’ location, average income)  Requires establishing level (and format) of geographic link  Add on all previous requirements

Geospatial linking  May link unrelated data sources  Postal Code Conversion file allows mapping of characteristics of individual respondents (by postal code) with census socio-demographics of census tract  You may have to find out if this is what your user needs – they may not express it

Maps  Format of map (e.g., Arcview, Mapinfo)  Geographic coverage (e.g, CMA of London, or CSD of city of London)  Characteristics of map (e.g., street networks, waters, rail lines, electrical transmission lines, elevations)  Currency of map (e.g., what time is captured)

Congratulations You have found out what the patron wants, (or thinks they want) and why That may have been the easy part Now, you have to find it …

Where to look  Orientation/referencetools doc (see handout): this document provides various reference sources to help with locating materials Orientation/referencetools doc Orientation/referencetools doc  Google can work – or can deliver garbage  It works well to find organizations; not so well for units within gov’t departments

Be creative  Think of alternate terms or approaches for a topic (e.g., unemployment may be hidden under labour force activity)  Look at the question backwards – who might have collected the desired data – then look for the organization instead of the data (e.g., tobacco use → Non-smoker’s rights organizations)

Be careful  Certain organizations are biased  Government organizations can be biased  Get data sets from opposed organizations and compare them if no neutral data exist  Try to help users evaluate data reliability

Tools for finding variables  Statistics Canada Thematic Search Tool  Other networked search capabilities IDLS IDLS QWIFS QWIFS Sherlock Sherlock

What next?  What you do with the patron after you identify the needed data depends on your level of service  Don’t ignore codebooks as a reference source or as a technical resource  What you do with them if you can’t provide the data is the flip side of that issue.

Can’t find a data file?  Maybe it doesn’t exist (hasn’t been collected) – new approach to a subject  May not be available in electronic format (Civil Aviation…)  May be non-released administrative data

Can’t provide a data file?  May not be publicly available Proprietary data (esp. business) Proprietary data (esp. business) Confidential data Confidential data Administrative data Administrative data  May not be able to obtain it Can’t afford to purchase it Can’t afford to purchase it Can’t obtain it (e.g., some education data is not distributed outside of United States) Can’t obtain it (e.g., some education data is not distributed outside of United States) Data have been lost Data have been lost

What else?  Ask questions – DLIlist, SOS-DATA, individual contacts, etc.  Refer patrons to others who can help: Remote access, Research Data Centre, colleague, StatsCan division, etc. Remote access, Research Data Centre, colleague, StatsCan division, etc.

Be lazy!  See if other people have done the work and will share (e.g., SPSS syntax)  Record what you have done – you don’t want to have to do the same work again!  Share the work that you have done – assist others

Final words  This morning, I said working with data is fun – reference is what makes it fun and satisfying (instant or delayed gratification)  Reference can define your data service Providing what you have is easy Providing what you have is easy Letting patrons know it’s there isn’t easy Letting patrons know it’s there isn’t easy Providing what you don’t have is difficult Providing what you don’t have is difficult