Best Practices for Database Inclusion & Exclusion Policy

1. resource database bestpractices

2. for the purposes of this conversation, best practices are those protocols and strategies that are best for your unique, individual organization right at this very second. resource database, 2000 bc

3. inclusion & exclusion

4. oughta be a formal written policy available to the public sentto all agencies during vetting / addition process reviewed at least once a year, or any time a contract begins, ends or changes

5. example of inclusion First, it must meet the following criteria: • Provide a health or human service and serve residents of Ashland, Cuyahoga, Geauga, Lawrence, Holmes, Medina, Portage and/or Wayne Counties. If the initial criteria are met, the organization is eligible for inclusion if it fits into one of the following categories: • Nonprofit organizations offering a service or services to the general public • Government entities • School Districts / Boards of Education / Colleges and Universities • Hospitals (for-profit as well as nonprofit) • For-profits that meet one of the following criteria: • Provide services for free or offer a sliding fee scale, subsidies or other coverage (other than Medicaid) that would make their services accessible to someone of low income. • Provide a service not available in the nonprofit sector when such a service is determined essential by 2-1-1. Such services include emergency alert equipment and driver's intervention programs.

6. example of exclusion An agency will be excluded if it is... a grade school, high school or early education provider. School districts and professional organizations that make referrals to providers are listed. a nursing home or assisted living community. Professional organizations that make referrals to nursing homes and/or assisted living facilities are listed. service club that is a local branch/chapter of a national service club, even if the branch/chapter is its own nonprofit corporation, when the national service club will be listed. an auxiliary. a PTO/PTA (Parent Teacher Organization/Parent Teacher Association). a credit union. an organization that's stated mission includes discrimination based on color, race, religion, gender, sexual orientation, ancestry, nationality or any other basis not permitted by law or whose services are discriminatory.

7. oh, and the idea is to help guide your decisions and focus your work … not neuter your decision-making ability. Don’t be afraid to include a broad disclaimer. Ours is: 2-1-1 reserves the right to prioritize and limit entry in the database. Factors such as staffing, funding and agency participation affect the extent to which all eligible agencies can be included. Inclusion does not imply endorsement, and omission does not indicate disapproval.

8. + adding agencies

9. you’ll wanna • have a standardized method for collecting info (form, phone) • let the agency approve the entry before activating

10. ( when writing your entries focus on client experience over agency protocol demonstrate a healthy respect for clarity and structure use a style guide for consistency )

11. * indexing *

12. a couple big picture stuffs customize your taxonomy update your taxonomy create a targeting policy

13. at the agency level be careful what services you index don’t take the agency’s word for it think about each service in the context of your entire database read definitions, question use references, buggeorgia

14. \ i annual update

15. devise a schedule for update (quarterly? halfly?) procedure for update (agency preferences?) protocol for follow-up (vary your methods?) process for recordkeeping (track attempts?)

16. = ad hoc update

17. these = wicked important receive from staff and agencies vet with agencies update if necessary in database track? correspond with staff

18. A Q quality assurance

19. you canfenagle Individual relative productivity metrics basic style guide adherence major database faux pas but an actual measure of data quality…

20. …is a majestic and elusive beast