🔲 What original data collected/created internally do I need to capture?

  • Is it physical or electronic?

🔲 What existing data are we re-using that I need to capture?


Physical data collected internally

🔲 How are we converting paper data to electronic format?

🔲 What tool/s are we using?

🔲 Who is entering data?

🔲 How are we entering data?

  • Double entry? How much?

🔲 How do we ensure accuracy of entered data?

🔲 Who is extracting the entered data?

🔲 What file format will the data be in when extracted?


Electronic data collected internally

🔲 How are we capturing raw electronic data collected internally?

  • Download, API, something else?

🔲 Who is extracting the data?

🔲 What file format will the data be in when extracted?

🔲 Who will check the accuracy of the raw data?


Electronic data captured from existing sources

🔲 How are we capturing raw electronic data collected externally? (ex: Dept of Ed data or school district data)

  • Download, API, secure transfer from an external partner, something else?

🔲 What file format will the data be in when captured?

🔲 Are there any rights concerning the external data that need to be considered?

🔲 Are data agreements/other documents required from external partners?

🔲 Do we need to communicate with external partners to receive the data?

  • How are we communicating with external partners?
  • Who is the contact from our team? Who is the contact for the external partner?
  • How is communication documented?
  • How will the data be securely transferred so participant confidentiality is not at risk?
  • How do we clearly communicate what data is needed?
  • How do we set timelines to receive data?
  • How do we communicate any errors or missing information when data is received?