1. Presented By Margaret Hellen Atiro Uganda Bureau of Statistics at the United Nations Regional Seminar on Census Data Archiving 20 – 23 Sep 2011, Addis Ababa Census Data Archiving

2. Outline  Justification for documentation  Key success factors  Policies  Process  Procedures  The UBOS experience  The UBOS NADA

3. Justification for documentation Improve institutional memory Disseminate standardized documentation to users Raise the profile of UBOS Improve data retrieval and analysis Improve time series analysis Provide survey information to users globally via the NADA

4. t UBOS releases micro-data files for use by researchers for scientific research purposes when: The Executive Director is satisfied that all reasonable steps have been taken to prevent the identification of individual respondents The release of the data will substantially enhance the analytic value of the data that have been collected….. cont’d Policies

5. For all but purely public files, researchers disclose the nature and objectives of their intended research, The researchers have signed an appropriate undertaking and All legal provisions have been adhered to by the researcher. Policies cont’d

6. The Dissemination Policy Proposed dissemination mode - Public Use would be most preferred as it gives users access to the micro-data once they register on the UBOS website Dissemination authority –Executive Director Dissemination process Legalization of the UBOS dissemination policy This is not done yet because the policy is still in draft form

7. Process Creation of an inventory of existing surveys - for each survey: collection of documents, datasets Validation and verification of the datasets Documentation using the DDI and DCMI templates in the IHSN Metadata Editor Quality control using checklists Creation of CDs using the CD ROM builder Upload onto the NADA

8. Documentation Template Template customised by the IHSN is based on the international DDI and DCMI. The Documentation template contains the following elements Document description Study description Datasets Variable groups External Resources

9. Document description Used to capture information on the DDI file. Helps with versioning control of the DDI file Study Title Metadata Producer Date of Production DDI DocumentVersion DDI Document ID Number

10. Study description Elements that are used to describe the survey or census and includes: Identification Version Overview Scope – abstract, kind of data, unit of analysis Coverage Producers and Sponsors Sampling Data collection Data Processing

11. Datasets Datasets are also described using these elements File Description – desribes who authored the datafile, its contents, missing codes Key Variables and Relations - describes the relationship between datasets Variables - describe each variable statistics, questions and weighting

12. External Resources Based on the DCMI template and used to document Required: Survey Report & Questionnaire Key documents: List of codes and classifications Statistical Tables: Report tables, aggregates Technical documents: Methodologies; Manuals Administrative Documents: Budget and accounting documents Maps, Pictures Scripts and programs

13. The UBOS experience Current achievements: 22 surveys documented Ongoing progress - NUSAF Recent training supported by PARIS21, 14-26 th August has increased internal staff capacity

14. UBOS NADA In Existence it allows Online searches of variables Provides detailed survey information on existing surveys http://www.ubos.org/nada3/index.php/catalog

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17. Thank you