Chapter 7 | Phase 3: After Data Collection

A. Ending the Data Collection Day 

After data collection, you will need to (1) debrief with the field team, (2) review collected data, and (3) store the collected data. By the end of this section, you will be able to use an End-of-Data Collection Day Checklist to help you do the aforementioned tasks.

Step 3.1: Completing the End-of-Data Collection Day Checklist

Use the list of debriefing guide questions below to help you evaluate how your data collection day went, what challenges you encountered, and how you can improve.

Conducting a Debriefing Step-by-Step

1. Since your team members will likely be in different locations, conduct this debriefing over Google Meet or any other video conferencing platform. 

2. Ask everyone how they are and how they feel about the day’s data collection.

3. Review the day’s objectives and itinerary. 

4. Go over the End-of-Data Collection Day Checklist with your team and process each guide question. 

5. Make sure to take note of changes and adjustments you need to make for the remaining data collection days.

6. Give reminders for the next day of data collection.

7. Thank everyone for their hard work done for the day.

B. Storing, Managing, and Securing Data

This section is written for the DOH-PD Data Manager whose task it is to store, manage, and secure the data, as well as for data collectors who will be storing documents in the respective workspace. To effectively manage data throughout the data collection phase, ensure organization, security, and proper access:

1. Data Storage: As a data collector, you will be using the centralized DOH-PD Google Drive Folder Masterfile to store all collected data. This platform supports various file formats and allows for easy organization and sharing. To access and upload data, you will need a Google Workspace account.

2. Data Organization: Data within the masterfile is organized into sub-folders using consistent naming and numbering conventions. The masterfile is divided into two main folders: one for internal administrative use (by DOH-PD) and one for data collection (for data collectors). Files are categorized according to data collection methods and sites.

3. Data Backup: To prevent data loss, configure offline syncing for your personal Google account. The DOH-PD will also perform daily backups of the masterfile. Follow the 3-2-1 rule: maintain three copies of your data on two different storage media, with one copy stored off-site. Ensure that all data collected during the day is uploaded to the masterfile before 6:00 PM.

4. Data Retention: All collected data will be retained in the DOH-PD Google Drive Folder Masterfile. As a data collector, you should retain your local copies only until December 15, 2024, after which you should turn over any remaining files to the DOH-PD and delete them from your personal devices. The same applies to EpiMetrics, Inc. and their researchers.

5. Data Security: To enhance security, enable two-factor authentication (2FA) for your Google account. The DOH-PD will also monitor for unusual activities using Google Workspace's alert system. Employ email encryption when sharing sensitive information.

By following these key points, you will maintain an organized, secure, and efficient data management process throughout the project.

Step 3.2: Understanding Data Organization and Structure 

All data collected through the various data collection tools will be centralized in a DOH-PD-owned Google Workspace account. This will facilitate secure storage, sharing, and collaboration among team members. A dedicated Google Workspace account will be established for the project, acting as the master file storage location. All files will be stored privately within this account's Google Drive, ensuring data security and confidentiality(5). Data will be organized within the Google Workspace account using a hierarchical structure of sub-folders. The specific folder structure is outlined in Table 7.2.

The Google Drive will be organized into two main folders: one for internal use by the DOH-PD and one for data collectors. The DOH-PD folder will contain all project-related resources, while the data collectors' folder will include specific tools and materials necessary for their data collection management. 

How do I gain access to the Google Drive?

To gain access to your region's working folder within the Google Drive, please complete this form and provide the following information: Name, Google Email, Region, and Role.

What folders do I have access to?

The 'General References and Tools' folder contains essential resources for data collection and management, including guides, manuals, and templates. You will have read-only access to this folder, allowing you to download and create copies of the files, but preventing direct editing or commenting. 

The next folder, ‘Tools and Templates According to Method’, contains data collection tools organized according to the following data collection methods: [2.1] Surveys and Document Analysis, [2.2] Key Informant Interviews (KII), and [2.3] Focus Group Discussions (FGD). The first file in every subfolder provides specific guidelines for the respective data collection method. Within the same instructional document, you will find functional links to the forms you will be using for data collection. In addition, in the KII and FGD folders, you will also have access to guide questions for interviews and discussions, as well as templates for creating transcripts. As with the first folder, you have read-only access to all materials in these folders. However, you may create copies of these documents for personal reference; to do this you must go to the upper left corner of the Google Docs page and press: ‘File‘ → ‘Make a copy’ to make a duplicate copy of each file.

The 'Working Folder Per Region' is your primary workspace for data collection activities in your assigned region. This folder contains sub-folders for all 18 participating regions(9). As the editor of your region's folder, you have full access to manage its structure and content. You can create sub-folders, edit existing files, and add new documents as needed. This folder will have its own instructional document, providing you with detailed guidance on how to navigate the folder. 

Organizing Folders within Your Region Step-by-Step

1. Organize your regional folder into sub-folders based on province, city, and municipality, following the structure outlined in Table 7.6.

2. Within each city or municipality folder, create four sub-folders:

   1. [1] Preparatory Phase: This is a repository for all documents needed prior to data collection, such as preparatory plans and checklists, request letters, signed Data Use Agreements, and accomplished Informed Consent Forms.

   2. [2] KII: Upload KII meeting recordings and transcripts here.

   3. [3] FGD: Similarly, upload FGD meeting recordings and transcripts here.

   4. [4] Others: In this folder, store miscellaneous documents related to data collection that do not fit into the other categories. 

How to use the file naming conventions for Recordings and Transcripts?

To streamline data management and enhance accessibility, use a consistent naming convention for all files (Table 7.7). This will enable users to quickly identify the contents of each file without having to open them. Access the Data Dictionary for the acronyms of your province and city or municipality in Appendix G. 

Step 3.3: Ensuring Data Backup

All data collected using our tools will be automatically backed up to Google Workspace, ensuring data security and accessibility. Google Workspace's syncing feature saves all file changes when you have an internet connection.

To access files offline, you can enable offline access within your Google Workspace settings. This allows you to edit files offline, and your changes will be synchronized when you reconnect to the internet. To set up offline access, follow these steps: 

1. Go to Google Drive.

2. On the upper right corner, click the Settings icon.

3. Click on the ‘Settings’ option.

4. Scroll down to the ‘Offline’ section and tick the checkbox for ‘Create, open, and edit your recent Google Docs, Sheets, and Slides files on this device while offline.’

To safeguard data in case of platform issues or the need for file transfer to non-Google platforms, implement additional offline manual backup strategies. The DOH-PD should regularly download and store files on a separate, secure external hard drive. The DOH-PD data manager will be responsible for performing daily backups at 6:00 PM throughout the pilot data collection phase. Backups should follow the 3-2-1 rule, ensuring that data is stored on three separate devices: the Google Drive masterfile, an external hard drive, and an off-site location.

1. The first copy is stored in the Google Drive masterfile, the primary cloud storage platform.

2. The second copy should be saved to a computer hard drive, USB drive, or external hard drive. This is stored physically in a secure location within the DOH-PD facility.

3. The third copy is a physical copy stored off-site in a secure location outside the DOH-PD facility.

Step 3.4: Maintaining Data Security

To ensure data security, all data collected will be subject to robust measures, including access controls, two-factor authentication, monitoring and alerts, and data encryption.

1. Restricted Sharing: All files you create within the Google Workspace will have limited access by default. Only authorized individuals can view or edit these files.

2. Direct Invitations: The DOH-PD will enroll you to the Google Drive and grant you appropriate permissions based on your role.

3. Access Revocation: Your access will be removed on December 15, 2024, after the data collection phase ends.

4. Two-Factor Authentication (2FA): To enhance security, enable 2FA for your Google Workspace account. This helps prevent unauthorized access from unknown locations or devices. To enable 2FA:

   1. Visit the two-factor authentication setup link here.

   2. Enter your Google Workspace email address to verify your account.

   3. Follow the on-screen instructions to complete the setup.

5. Email Encryption: All project-related emails sent through Gmail are automatically encrypted, ensuring the confidentiality of sensitive information. 

Step 3.5: Retaining and Disposing Data

While the Google Drive will remain accessible to you for entirety of the data collection phase, you must adhere to the following data retention guidelines:

1. Accidental Deletion: Google Workspace retains recently deleted files for 30 days. Within this period, you can restore them from the Trash folder.

2. Data Collector Access: You will have access to your assigned sub-folders within the masterfile until December 15, 2024. After this date, access will be restricted to DOH-PD personnel only.

3. File Transfer: After the pilot data collection phase ends, you will need to turn over any self-owned files used for data collection (e.g., transcripts, recordings, etc.) to the DOH-PD via email. Then, delete these files from your personal devices.

The DOH-PD, as the master file owner, can utilize Google Vault to archive data and set custom retention rules. This feature allows for automated data deletion after a specified period.