at the United Nations Regional Seminar on Census Data Archiving 20 – 23 Sep 2011, Addis Ababa

1. Census Data Archiving at the United Nations Regional Seminar on Census Data Archiving20 – 23 Sep 2011, Addis Ababa Presented By Margaret Hellen Atiro Uganda Bureau of Statistics

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. Policies 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

5. Policies cont’d • 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.

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, 14-26th 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