Data Integrity

This guide covers procedures for ensuring data integrity in research, including double data entry methods, data backup strategies, and secure file storage using Box.

Key Takeaways
  • Double Entry: A method to ensure data accuracy by independently entering data twice and comparing for discrepancies.
  • Maintaining Data Backups: Protects against data loss by storing multiple copies in different locations with version control.
  • Storing Files on Box: Ensures secure access, collaboration, and compliance with data protection policies.

What is Data Integrity?

Ensuring data integrity and security is crucial for high-quality research. This involves verifying data accuracy through Double Entry, protecting against loss by Maintaining Data Backups, and ensuring secure access by Storing Files on Box. Adopting these best practices minimizes errors, preserves data, and promotes reliability.

Double Entry

Definition: Double entry is a method where researchers enter data twice independently and then compare the entries to detect discrepancies.

Steps:

  1. Initial Data Entry: Enumerators or data clerks enter data from source documents into the database.
  2. Second Independent Entry: A different person re-enters the same data into a separate database.
  3. Comparison and Validation: Researchers compare the two datasets to identify inconsistencies.
  4. Error Resolution: Staff review discrepancies and correct them using the original source.

Why it Matters:

  • Reduces human error in manual data entry.
  • Ensures higher accuracy and reliability of data.
  • Essential for sensitive data where precision is critical.

Best Practices:

  • Use automated comparison tools to speed up validation.
  • Train staff on accurate data entry techniques.
  • Implement a tracking system to monitor common errors.

Maintaining Data Backups

Definition: A backup is a copy of data stored to protect against accidental loss, corruption, or hardware failure.

Steps:

  1. Automated Backups: Schedule automatic backups at regular intervals.
  2. Multiple Storage Locations: Store backups in at least two locations, such as cloud storage or an external drive.
  3. Version Control: Maintain different versions of files to recover previous states.
  4. Regular Testing: Periodically restore files to ensure backups are functional.

Why it Matters:

  • Prevents loss of critical research data.
  • Ensures continuity in case of system failure.
  • Protects against accidental deletions and cyber threats.

Best Practices:

  • Use encrypted backups to secure sensitive data.
  • Follow the 3-2-1 rule: Keep three copies of data, on two different media, with one copy offsite.
  • Document backup procedures for easy recovery.

Storing Files on Box

Definition: Box is a secure cloud storage platform that allows teams to store, access, and share files efficiently.

Steps:

  1. Upload Files to Box: Organize files into appropriate folders.
  2. Set Access Permissions: Restrict access based on roles, such as view-only, edit, or admin.
  3. Enable File Versioning: Maintain previous versions to track changes.
  4. Use Encryption and Two-Factor Authentication: Enhance data security with two-factor authentication (2FA).

Why it Matters:

  • Provides secure storage with controlled access.
  • Facilitates team collaboration with real-time file sharing.
  • Ensures compliance with data protection policies.

Best Practices:

  • Audit file permissions and access logs.
  • Use Box Sync or Box Drive for seamless integration with local storage.
  • Set up automated alerts for unauthorized access attempts.
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