Policy on Data Management

June 20, 2017

DILG CIRCULAR NO. 16-17

SUBJECT : Policy on Data Management

I. Purpose

This policy is hereby issued to assist the processing of information and reports generation from the Department's databases by which are inputs in: policy formulation and decision making; enhancement of programs/projects implementation strategies; and development of appropriate and responsive programs/projects for the LGUs. cSEDTC

The Office of Primary Responsibility (OPR) shall use this policy to issue and implement more detailed policies and procedures, which reflect its specific operating requirements.

II. Scope

This policy shall apply to all offices/operating units under DILG-LG sector.

III. Definition of Terms

A. "Backup" refers to the procedure of copying and archiving data so it may be used for restoration process after a data loss event.

B. "Data Approval" refers to the confirmation and authorization of validated and authenticated data which shall be considered ready for dissemination and report generation.

C. "Data Approver" refers to a person responsible for data approval process.

D. "Data Authentication" refers to the process of confirming the origin, timeliness and integrity of the validated data.

E. "Data Authenticator" refers to the person responsible for data authentication process.

F. "Data Capture Form (DCF)" refers to a tool designed to collect specific data.

G. "Data Collection" is the systematic approach to gather and measure information from multiple sources using the required DCF.

H. "Data Collector" refers to the person responsible for data collection/gathering.

I. "Data Control" refers to the process of ensuring the completeness and correctness of data. AIDSTE

J. "Data Encoder" refers to the person responsible for data entry.

K. "Data Management" shall refer to the administrative process, created by virtue of this Policy, by which the required data is acquired, validated, stored, protected, and processed; and by which its accessibility, reliability, and timeliness is ensured to satisfy the needs of users.

L. "Data Quality Assurance" refers to the process of data profiling to discover inconsistencies and other anomalies in data as well as performing data cleansing activities to improve data quality.

M. "Data Security" refers to the means of protecting data, such as those in a database, from destructive forces and from the unwanted actions of unauthorized users.

N. "Data Validation" is the process of ensuring the cleanliness, completeness, correctness of the encoded data in conformity with the data format and requirement before saving into the database.

O. "Data Validator" refers to the person responsible for the data validation process.

P. "Management of data" refers to the process of adding, editing, updating, deleting and maintaining of data.

Q. "Restore" refers to the procedure of data or system revert from a backup.

IV. Policies/Guidelines

A. Data Quality Assurance Guidelines (DQAG). Set of guidelines to establish/implement standard method used in data analysing and report generation that encompasses of the following:

1. Data Capture Form (DCF) Preparation Guidelines

• DCF shall contain Region, Province, City, Municipality and Barangay Name if necessary.

• DCF shall contain title, a brief explanation and instructions on how to fill-up the form and an information about what to do with the form once it has been completed.

• DCF must be simple and easy to understand to capture the essential and needed data.

• DCF must eliminate data redundancy or duplication.

• DCF must always have the name and signature of the data collector.

2. Data Collection and Filling Up of DCF

• All required fields should be filled up. If the information is not necessary, it must be filled with "N/A." Unfinished DCF will be voided. SDAaTC

• Accomplished DCF must have the signature of data collector. Therefore, without his/her signature, DCF should be sent back for data control.

• DCF must be accomplished by the respective respondent with the assistance of the data collector.

• Any form of erasure, modification and/or superimpositions of data must have the initial of the data collector or respondent, if any.

3. Data Entry Guidelines

• DCF with incomplete and uncertain data should not be entered into the system.

• A summary report regarding issues and concerns on data entry should be prepared and sent back to data collector to clarify data issues.

4. Data Validation Guidelines

 Following are the data validation guidelines to wit:

• All fields marked as mandatory in the form must be completely filled up with an appropriate information.

• All values entered must be correct across a specific data field.

• Data must conform into the list of valid entry.

• Data must follow correct input pattern/format (e.g., telephone number, zip code, social insurance number).

5. Data Authentication Guidelines

 Following are the data authentication guidelines to wit:

• Confirm the integrity and validity of the data.

• Timeliness of data must also be observed. Therefore, data must be up to date.

• Verify whether data is from the correct entity or source.

6. Data Approval Guidelines

 Following are the data approval guidelines to wit:

• Data must conform and pass data validation and authentication.

• Data must be qualified true and correct.

• Data must be ready to use for report generation, sharing and publications. AaCTcI

B. Backup and Restore Guidelines (BaRG). Includes backup and restoration procedures that shall be implemented to avoid data loss and ensure data availability.

OPR shall be guided by the following:

• Person responsible to perform backup must be designated.

• There should be a plan of regular back up.

• Backup must be completed clearly.

• Backup copies must be valid and can be successfully restored.

• Backup logs must be maintained.

• There shall be notification of success or failure of a backup and must have the next process to follow.

Likewise, ISTMS shall be guided by the following:

• Backup copies shall be verified to be valid and can be successfully restored.

• Safety and security of backup copies shall be ensured.

• Backup/restore risks, procedures and technologies shall be visited regularly.

• Backup media shall be properly disposed.

C. Data Security Guidelines (DSG). Set of guidelines to establish/implement standard data protection to prevent leakages, unauthorized access, unwanted sharing and distribution/publication.

• OPR shall provide authorization access to the user of the system.

• User shall undergo confirmation process, whether via password, code, biometric data, or some other form of security mechanism to verify identity before access to a system or data is granted.

D. Sharing, Distribution and Publication of Data

• The DILG official website (www.dilg.gov.ph) shall be the primary source of all data/information related to LGUs and Barangays.

• All LGU including Barangay data for sharing, distribution and publication online should be machine-readable, in open formats and released with open licenses. acEHCD

V. Roles and Responsibilities

A. OPR shall:

• Ensure/monitor that the data quality assurance processes are strictly complied at all levels.

• Identify person responsible for data collection, encoding, validation, authentication and approval.

• Ensure the integrity and validity of data collected, published and that will be used in report generation;

• Set timelines on the submission of data;

• Monitor the management of data; and

• Ensure the implementation of activities relative to the database build-up and monitoring.

B. Project Focal Person (PFP) shall ensure that the monitoring and reporting processes are strictly complied at regional level down to field offices.

C. The Information Systems and Technology Management Service (ISTMS) shall ensure the security and availability of data.

D. The Regional Information Communication Technology Unit (RICTU) shall:

• Assist the PFP in ensuring and/or monitoring that the data quality assurance processes are strictly complied; and

• Ensure the availability and security of data at the regional level.

E. Data Collector shall:

• Perform data gathering;

• Strictly abide the DCF Filling Up Instructions;

• Perform data control;

• Assist respondent during the data gathering process; and

• Initially validate the gathered data.

For this purpose, he or she may act as data encoder, if applicable.

F. Data Encoder shall:

• Undergo orientations/trainings regarding the data that will be encoded into the application system;

• Accurately perform data entry;

• Strictly abide the Data Entry Guidelines; and EcTCAD

• File and ensure the security of all DCF for reference.

For this purpose, he or she may act as data collector, if applicable.

G. Data Validator shall:

• Perform the data validation;

• Ensure the completeness and correctness of the data; and

• Strictly abide the Data Validation Guidelines.

H. Data Authenticator shall:

• Perform the authentication;

• Ensure the timeliness and validity of data; and

• Strictly abide the Data Authentication Guidelines.

I. Data Approver shall:

• Perform data approval;

• Ensure the overall quality of data that will be used for report generation, sharing and publication; and

• Strictly abide the Data Approval Guidelines.

To promote transparency and to obtain data quality in the process, no two (2) processes/roles shall be assigned to one (1) person except for Data Collector and Data Encoder. Persons under these roles and responsibilities shall be liable in all issues and/or concerns that may arise upon the exertion of this policy.

For Strict Compliance.

(SGD.) CATALINO S. CUYOfficer-in-Charge, DILG