Improving data and

document management
Prepared by Research Methods, U Reading for McKnight (East and Horn of Africa) projects

r.coe@cgiar.org
tmawora@yahoo.com

Maseno University - MSc Research

Methods
Importance of data and documents
 Data are the raw materials of research
 Documents contain:

◦ Plans
◦ Agreements
◦ Descriptions of how data were collected (data are
useless without this) = protocol
◦ Results and reports
 These are your most valuable project assets!
◦ Yet we often look after them in a casual way

Maseno University - MSc Research

Methods
Data Flow

Maseno University - MSc Research

Methods
CCRP supports improved data and
document handling
 CCRP encourages every project to improve
the handling of data and documents to
increase project effectiveness.
 Soon it will set some requirements and

standards to meet.

Maseno University - MSc Research

Methods
SWOT analysis

Maseno University - MSc Research

Methods
Strengths, Weaknesses, Opportunities
and Threats analysis

+ -
Internal to Strengths Weaknesses

project

External Opportunities Threats

to project
Maseno University - MSc Research
Methods
What needs to be done? (Your task)
Consider how you store data and documents at
your workplace. Conduct a simple SWOT
analysis and see where there could be areas
for improvement. What would you propose?

Maseno University - MSc Research

Methods
Data and Document store
(DDS)

Maseno University - MSc Research

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Characteristics
 Secure place where the project
information/documentation can be stored

 Organized so that any data or document can be

easily found.

 Only permitted people have access

 Ensures that people are working from the same

documents / data

 Documents are easily accessible and are not lost

Click here for illustration
with the loss of a computer
Maseno University - MSc Research
Methods
Why a DDS is needed right now?
 Donor interest and requirements

 It is always easier to start good practice now

rather than later!

Maseno University - MSc Research

Methods
Steps in setting up a DDS
1. Decide on responsibilities
2. Organise documents in one place
◦ Names
◦ Folder structure
◦ Checking quality, avoiding multiple versions.
3. Off-site backup
4. Extending to other project sites
5. Remote use of DDS

Maseno University - MSc Research

Methods
Thank you

Maseno University - MSc Research

Methods