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A well organized data folder reduces the risk for many types of errors. At DIME, we have a standardized folder structure. Some projects have special folder requirements and only use the folder set up as a starting point, but many resources created by DIME are easier to take advantage of if this template is followed. It takes a lot of work to reorganize a project folder, so we strongly recommend that projects follow our standard from the beginning. A poorly set up folder will have inefficiency consequences and increases the risk of errors over several years.
The DataWork folder is a structured, standardized data folder that increases project efficiency and reduces the risk of error. The DataWork folder houses all files related to a project’s data, including data files; questionnaires; data collection documentation; code for sampling, treatment assignment, and [[Data Analysis | analysis]]; analysis output; and survey, monitoring,  [[Administrative and Monitoring Data | administrative]], and secondary data. DIME strongly recommends using the DataWork folder from the beginning of the project and throughout its duration.  
 
We have published a command called <code>[[iefolder]]</code> in our package [[Stata_Coding_Practices#ietoolkit|<code>ietoolkit</code>]] that we have published on SSC. <code>iefolder</code> sets up the recommended folder structure described in this article for you.


== Read First ==
== Read First ==
* Do not set up these folders manually. <code>[[iefolder]]</code> is a Stata command that easily sets up and updates this folder structure for you.
* Use the <code>[[iefolder]]</code> Stata command to easily set up and update the DataWork folder.
*Many DIME resources are easier to take advantage of when the DataWork folder is used.
*Use the DataWork folder from the beginning of the project: reorganizing a project folder is time-consuming and cumbersome.  
*Even if your project has special structural requirements, use the DataWork folder as a starting point.
== Creating the DataWork Folder ==
[[File:FolderBox.png |thumb|350px|Image 1. Example of where the DataWork folder is in relation to Box/DropBox folders. (Click to enlarge.)]]


== Where should the DataWork folder be created? ==
The DataWork folder is easily set up via the Stata command <code>[[iefolder]]</code>, which is part of the package <code>[[Stata_Coding_Practices#ietoolkit|ietoolkit]]</code>.
[[File:FolderBox.png |thumb|350px|Image 1. Example of where the DataWork folder is location in relation to Box/DropBox folders. (Click to enlarge.)]]


Most project folders are shared across the project teams using a DropBox, Box, or something similar. In this folder, there are usually a lot of folders for project budget, government communications etc. The '''DataWork''' folder is assumed to be one of them.  
The DataWork folder should be housed within the project folder, which contains a variety of other sub-folders (i.e. project budget and government communications). The DataWork folder and the broader project folder should be shared across project teams via [https://www.box.com Box], [https://www.dropbox.com/ Dropbox], or a similar platform. Image 1 shows a DataWork folder housed within a project folder.


See Image 1 on the right with one example of a Box/DropBox folder with three project folders. All three projects has a similar sub-folder structure, but in the image only one of the projects sub-folder structure is shown. The '''DataWork''' folder is highlighted with a red circle.
== Contents ==
[[File:Datawork.png |thumb|300px|Image 2. Example of a DataWork folder. (Click to enlarge.)]]


Anything related to the data of a project has a designated location inside this folder. This includes data-files, sampling and treatment assignment code, questionnaires, data collection documentation, analysis code, analysis output etc. This includes data collected by ourselves, both regular survey rounds and monitor data, and also includes other sources of data such as admin data or secondary data.
The DataWork folder contains a [[Master Do-files|master do-file]], Survey Round folders, a Survey Encrypted Data folder, and a Master Data folder. It may also contain additional documentation (i.e. readme) to help users navigate its contents.  


== Inside the DataWork folder ==
=== Master Do-File ===
[[File:FolderDataWork.png |thumb|300px|Image 2. Example of a DataWork folder. (Click to enlarge.)]]


Inside the '''DataWork''' folder there should only be folders and files that help navigating those folders. In our standardized folder there are only three types of folders; [[DataWork_Folder#Survey_Round|Survey Rounds]] (Baseline, Endline etc.), [[DataWork_Folder#MonitorData|Monitor Data]] and [[DataWork_Folder#MasterData|Master Data Sets]]. What's described here is only a template structure and additional folders are often needed. But we recommend that you try to fit even additional folders into one of these folder types and create them using [[iefolder]].
The project [[Master Do-files|master do-file]] runs all other project do-files from cleaning to final analysis. It also sets up dynamic file paths so that multiple users can work from the same project folder shared via, for example, Dropbox or Box. This ensures that everyone gets the same results.  


In addition to the folders, in our standardized folder structure, there is also a Project_MasterDofile inside the '''DataWork''' folder. This file have three purposes. The first two are described in detail in the article for [[Master Dofiles]], but in short they are that it makes it possible to run all code related to one project at the same time, and it also sets up all the folder paths required to run any dofile for this project. The third purpose is that this file is the main map to the '''DataWork''' folder. Since all code can be run from this file, and since all outputs are (indeirectly) created by this file, this file is the starting point to find where any do-file, data set or output is located in the '''DataWork''' folder. Another examples of files that helps with the navigation of the folder could be a Word document or a PDF describing how to navigate the sub-folders. Such files are not included in our folder template, but may sometimes be a good addition. Although, keep the number of files in this folder to an absolute minimum.
If you are new to a project folder, always start by finding the master do-file: it serves as a map of all files in the DataWork folder.


==Survey Round==
===Survey Rounds===
[[File:FolderSurveyRound.png |thumb|300px|Image 3. Example of a Survey Round folder. (Click to enlarge.)]]
[[File:FolderSurveyRound.png |thumb|300px|Image 3. Example of a Survey Round folder. (Click to enlarge.)]]


Baselines, Follow Up Surveys, Midlines, Endlines are examples of a Survey Round. This is the data that we in Impact Evaluations will test if it changes over time and if that change is significantly different between treatment and control. In contrast, the information in the master data sets, like the ID assigned by us, weather you were sampled for baseline, weather you are selected for treatment or control are all examples of information that is time invariant and will remain the same over the course of the project. Monitor data might change over time, for example in a impact evaluation running over many years one observation might not take up the treatment the first year but might do so the next year.
Each [[DataWork Survey Round | Survey Round]] folder contains a master do file specific to its data source, in addition to the following folders: [[DataWork Survey Round#DataSets Folder|DataSets]], [[DataWork Survey Round#Dofiles Folder|Dofiles]], [[DataWork Survey Round#Outputs Folder|Outputs]], [[DataWork Survey Round#Documentation Folder|Documentation]], and [[DataWork Survey Round#Questionnaire Folder|Questionnaire]]. While the folders listed here are <code>[[iefolder]]</code>, you can also create more folders that are unique to your project.
 
Each survey round should have it's own sub-folder inside the '''DataWork''' folder. For example - Inside the main data folder, you can have sub-folders like baseline, follow up 1, follow up 2, midline, endline, etc. See image 3 for an example. When you create a survey round folder using the command [[iefolder]] all sub-folders and sub-sub-folders described below will be created for you and all your master dofiles will be updated or created accordingly.
 
Inside each Survey Round folder you will find a master do file for that survey round as well as the following folders [[DataWork Survey Round#DataSets Folder|DataSets]], [[DataWork Survey Round#Dofiles Folder|Dofiles]], [[DataWork Survey Round#Outputs Folder|Outputs]], [[DataWork Survey Round#Documentation Folder|Documentation]], and [[DataWork Survey Round#Questionnaire Folder|Questionnaire]].
 
=== Multiple Units of Observation ===
 
If you have multiple [[Unit of Observation|units of observation]] in a survey round for example farmers and villages, or students, teachers and schools, then you should create a survey round folder for each unit of observations. For example, you would end up with one survey round folder called ''baseline_students'', one called ''baseline_teachers'' and one called ''baseline_schools''.
 
=== Sampling and Treatment Assignment ===
 
Sampling and Treatment Assignment folders have intentionally been left out from the survey round folders. Separate folders for those tasks has been created in the master data set folder as we strongly recommend that sampling and treatment assignment is done directly from the master data sets.
 
== MonitorData ==


Monitor data is data collected to understand the implementation of the assigned treatment in the field. Survey round data helps us understand any changes in outcome variables that the treatment and other factors have caused during the duration of our project, and monitor data helps us the treatment its self. For example, who actually received the treatment and was the treatment carried out according to the research design. Monitor data helps us understand what is usually referred to as [https://en.wikipedia.org/wiki/Internal_validity internal validity].
====What Requires a Survey Round Folder?====
Each source of data (i.e. baseline, follow-up, midline, endline, [[Administrative and Monitoring Data | administrative]], secondary) should have its own Survey Round folder within the DataWork folder. If the data source is collected continuously (i.e. administrative or secondary data as macro data over time), then it requires only one Survey Round folder. However, if the data source is collected in stages (i.e. baseline and endline data), then it requires one Survey Round folder for each stage.  


Since the purpose of survey round data and monitor data is slightly different, we recommend to keep the different types of data in different folders. There are sometimes overlap in survey round data and monitor data, and there it is not always feasible to keep them separated. The method used data collected as monitor data varies with each project. It can be both survey data, observation data and admin data provided by our partners. Monitoring data and survey round data should be kept separate unless the monitoring data was a part of the survey round interviews. For example, if an enumerator visited and training at the time of a midline survey and recorded attendance then that data should be kept separate from the survey round data. But if the respondents were asked in the a survey round survey if the respondent attended the training, then it not always worth the effort to go through the work of separating the monitor data from the survey data.
If you have multiple [[Unit of Observation|units of observation]] in a given data source, each unit of observation for each data source requires its own Survey Round folder. For example, if the units of observation during baseline data collection are students, teachers and schools, then baseline data requires three Survey Round folders: ''baseline_students'', ''baseline_teachers'' and ''baseline_schools''. If you choose, these folders may be nested within a parent ''Baseline'' folder. <code>[[iefolder]]</code> gives you the option of doing this by creating a ''Baseline'' subfolder and then creating Survey Round folders within it.  


Monitor data has the same sub-folder structure as a survey round folder. The only difference in a folder structure perspective is that they are all organized as sub-folder to a folder in '''DataWork''' called '''MonitorData'''.
Note that each Survey Round needs to have a unique name across the project when using <code>[[iefolder]]</code>.


==Admin Data==
=== Survey Encrypted Data ===


Admin data is data that have been collected for other purposes but has been shared with the research team. It can be used both in the way survey round data is used in the analysis or as the way monitoring data can be used. For example, if the outcome variable the research team is trying to evaluate is measured in some other way then that is admin data we can use to measure change in outcome data. One example would be standardized test scores. We can often use the internal data our implementation partner uses as monitor data. That is one example when admin data is monitoring data. There are also many cases when the same admin data set is used for both purposes.  
Whenever you create either a new survey round or new unit of observation with <code>[[iefolder]]</code>, the command creates a partner folder for each survey round or unit of observation in the Survey Encrypted Data folder. Any identifying or sensitive data should be saved in the Survey Encrypted Data folder; the folder’s contents can easily be [[Encryption | encrypted]] using software like [https://www.veracrypt.fr/en/Home.html VeraCrypt], we previously recommended Boxcryptor but securoty issues were found in that software so we strongly recommend against using Boxcryptor. . Note that while <code>[[iefolder]]</code> creates the Survey Encrypted Data folder, it does not encrypt it.  


We recommend that the project team classify admin data sets as either a survey round data or monitoring data and organize them in the '''DataWork''' folder accordingly.
Consider, for example, a master dataset. The version with identifying information should be stored in the Survey Encrypted Data folder. The version [[De-identification | without identifying information]] should be stored in the Master Data folder. The latter version is quicker to access and can often be shared outside the research team.


==MasterData==
=== Master Data ===
[[File:FolderMasterData.png |thumb|300px|Image 6. Example of a Master Data Set folder. (Click to enlarge.)]]
[[File:FolderMasterData.png |thumb|300px|Image 4. Example of a Master Data Set folder. (Click to enlarge.)]]
[[Master_Data_Set#Master_Data_Set_Folder|Master Data Sets]] is the best tool to avoid errors related to using multiple sources of data for one project. All impact evaluations use multiple sources of data. Multiple survey rounds are in this sense different sources of data. A census made before a data collection is a different source of data. Monitoring data and admin data combined with any other data are other examples. Master data sets should therefore be used in all projects and [[iefolder]] therefore creates that folder by default when the '''DataWork''' folder is created.


The Master Data Sets is a listing of all observations we have ever encountered in relation to this project (not just the observations we sampled). In this listing, we keep identifying information and the unique ID that we have assigned. We also keep time invariant information required at multiple stages of the research work. Examples are dummy for being sampled in baseline, categorical variable for treatment arm, dummy for correctly receiving the assign treatment arm etc. See the [[Master_Data_Set|Master Data Sets]] article for more details.
The Master Data folder stores information about all the observations for which data is collected, including observations both in and out of the sample. As it is sometimes necessary to identify observations outside of the sample, the Master Data folder should also include, for example,
*Census observations not sampled for the project, or
*Observations encountered in monitoring activities but not in the sample.  
In the Master Data folder, we can also track any time-invariant information relevant to the project (i.e. assigned treatment status, treatment uptake, identifying information, dummy for being sampled). The datasets where we store this information are called [[Master Data Set |master datasets]].  


Master Data Sets is more than just a folder. It is a methodology for internal research validity in a multi data set environment. See the [[Master Data Set|Master Data Sets]] article for information both on how the master data set folder should be organized but also how it should be used for research quality purposes. One important motto is that if you do any merge (string or numeric) where the variable you merge on is not a proper ID variable, then one of the data set you are merging should always be a master data set.
A project needs one master dataset for each [[Unit of Observation|unit of observation]] used in the project (i.e. households, students, teachers, firms).  


=== Sampling and Treatment Assignment ===
==== Sampling and Treatment Assignment ====


The master data sets folder should also include all activities that is best practice to do directly on the main listing of all observations. The two best examples of such tasks in the context of Impact Evaluation is sampling and treatment assignment. This should never be done directly on census data or baseline data etc. When we have census data we use that data for sampling, but the point here is that we always want to match the census data to the master data and check that it makes sense in relation to whatever data we have there already. After that data quality step we can sample directly from the master data set knowing that the sample we randomize will make sense in relation to other data sources.
The Master Data folder should also include all activities performed on the main listing of all observations (i.e. sampling and treatment assignment). This should never be done directly on census data or baseline data etc. While census data will be used for sampling, it is important to match the census data to the master data and check that it makes sense in relation to whatever data exists there already. After that quality control step, sample directly from the master data set, knowing that the randomized sample will make sense in relation to other data sources.


== Back to Parent ==
== Back to Parent ==
This article is part of the topic [[Data Management]]
This article is part of the topic [[Data Management]]


[[Category: Data Management ]]
== Additional Resources ==
*DIME Analytics' guidelines on [https://github.com/worldbank/DIME-Resources/blob/master/welcome-iefolder.pdf iefolder]
*DIME Analytics’ [https://github.com/worldbank/DIME-Resources/blob/master/stata1-3-cleaning.pdf Data Management and Cleaning]
*DIME Analytics’ [https://github.com/worldbank/DIME-Resources/blob/master/stata2-3-data.pdf Data Management for Reproducible Research]
[[Category: Data_Management ]]

Latest revision as of 14:31, 12 June 2019

The DataWork folder is a structured, standardized data folder that increases project efficiency and reduces the risk of error. The DataWork folder houses all files related to a project’s data, including data files; questionnaires; data collection documentation; code for sampling, treatment assignment, and analysis; analysis output; and survey, monitoring, administrative, and secondary data. DIME strongly recommends using the DataWork folder from the beginning of the project and throughout its duration.

Read First

  • Use the iefolder Stata command to easily set up and update the DataWork folder.
  • Many DIME resources are easier to take advantage of when the DataWork folder is used.
  • Use the DataWork folder from the beginning of the project: reorganizing a project folder is time-consuming and cumbersome.
  • Even if your project has special structural requirements, use the DataWork folder as a starting point.

Creating the DataWork Folder

Image 1. Example of where the DataWork folder is in relation to Box/DropBox folders. (Click to enlarge.)

The DataWork folder is easily set up via the Stata command iefolder, which is part of the package ietoolkit.

The DataWork folder should be housed within the project folder, which contains a variety of other sub-folders (i.e. project budget and government communications). The DataWork folder and the broader project folder should be shared across project teams via Box, Dropbox, or a similar platform. Image 1 shows a DataWork folder housed within a project folder.

Contents

Image 2. Example of a DataWork folder. (Click to enlarge.)

The DataWork folder contains a master do-file, Survey Round folders, a Survey Encrypted Data folder, and a Master Data folder. It may also contain additional documentation (i.e. readme) to help users navigate its contents.

Master Do-File

The project master do-file runs all other project do-files from cleaning to final analysis. It also sets up dynamic file paths so that multiple users can work from the same project folder shared via, for example, Dropbox or Box. This ensures that everyone gets the same results.

If you are new to a project folder, always start by finding the master do-file: it serves as a map of all files in the DataWork folder.

Survey Rounds

Image 3. Example of a Survey Round folder. (Click to enlarge.)

Each Survey Round folder contains a master do file specific to its data source, in addition to the following folders: DataSets, Dofiles, Outputs, Documentation, and Questionnaire. While the folders listed here are iefolder, you can also create more folders that are unique to your project.

What Requires a Survey Round Folder?

Each source of data (i.e. baseline, follow-up, midline, endline, administrative, secondary) should have its own Survey Round folder within the DataWork folder. If the data source is collected continuously (i.e. administrative or secondary data as macro data over time), then it requires only one Survey Round folder. However, if the data source is collected in stages (i.e. baseline and endline data), then it requires one Survey Round folder for each stage.

If you have multiple units of observation in a given data source, each unit of observation for each data source requires its own Survey Round folder. For example, if the units of observation during baseline data collection are students, teachers and schools, then baseline data requires three Survey Round folders: baseline_students, baseline_teachers and baseline_schools. If you choose, these folders may be nested within a parent Baseline folder. iefolder gives you the option of doing this by creating a Baseline subfolder and then creating Survey Round folders within it.

Note that each Survey Round needs to have a unique name across the project when using iefolder.

Survey Encrypted Data

Whenever you create either a new survey round or new unit of observation with iefolder, the command creates a partner folder for each survey round or unit of observation in the Survey Encrypted Data folder. Any identifying or sensitive data should be saved in the Survey Encrypted Data folder; the folder’s contents can easily be encrypted using software like VeraCrypt, we previously recommended Boxcryptor but securoty issues were found in that software so we strongly recommend against using Boxcryptor. . Note that while iefolder creates the Survey Encrypted Data folder, it does not encrypt it.

Consider, for example, a master dataset. The version with identifying information should be stored in the Survey Encrypted Data folder. The version without identifying information should be stored in the Master Data folder. The latter version is quicker to access and can often be shared outside the research team.

Master Data

Image 4. Example of a Master Data Set folder. (Click to enlarge.)

The Master Data folder stores information about all the observations for which data is collected, including observations both in and out of the sample. As it is sometimes necessary to identify observations outside of the sample, the Master Data folder should also include, for example,

  • Census observations not sampled for the project, or
  • Observations encountered in monitoring activities but not in the sample.

In the Master Data folder, we can also track any time-invariant information relevant to the project (i.e. assigned treatment status, treatment uptake, identifying information, dummy for being sampled). The datasets where we store this information are called master datasets.

A project needs one master dataset for each unit of observation used in the project (i.e. households, students, teachers, firms).

Sampling and Treatment Assignment

The Master Data folder should also include all activities performed on the main listing of all observations (i.e. sampling and treatment assignment). This should never be done directly on census data or baseline data etc. While census data will be used for sampling, it is important to match the census data to the master data and check that it makes sense in relation to whatever data exists there already. After that quality control step, sample directly from the master data set, knowing that the randomized sample will make sense in relation to other data sources.

Back to Parent

This article is part of the topic Data Management

Additional Resources

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