First Tuna Data Workshop TDW1

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First Tuna Data Workshop (TDW-1) 23-27 October
2006, Noumea, New Caledonia
SESSION 5.2 Components of Managing Data
Oceanic Fisheries Programme (OFP) Secretariat
of the Pacific Community (SPC)
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Presentation Outline Components of Managing Data

• Data Registry System
• Data (hard-copy) Filing System
• Integrated Database System
• Definition
• Benefits
• Data Processing
• Data Quality Control
• Data Archiving system
• Data Security

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What is Data Collection, Management and
Dissemination ?
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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

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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) -
• Type of data
• Gear type
• Vessel nationality
• 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

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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)

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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

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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)

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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

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Components of Managing Data Data Security
Data security is defined as the protection of
data from unauthorized (accidental or
intentional) access, modification, destruction,
or disclosure

• 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
  WCPFCs Information Security Policy (ISP)
• Regardless of the need for a policy, it is
  important to have Data Security Procedures to
  protect data

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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.
  visitors 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

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Components of Managing Data
5.2 EXERCISE SESSION Group Discussion Are
other Data Management Components used in your
country that are not included in the list
presented here ? Please describe these
systems. (Reconvene and briefly discuss any
additions to be noted and an updated list to be
distributed later)
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Components of Managing Data

• 5.2 EXERCISE SESSION
• Exercise (Individual countries) Using the list
  of Data Management Components provided,
• Check off each component that exists in your
  country
• For components that do not currently exist in
  your country
• Briefly describe why it would be difficult to
  implement, or
• Indicate that it will be implemented, or
• Indicate that it will be reviewed and
  considered
• The output from this exercise will feed into your
  National Procedures Document.