How to responsibly collect or acquire data for M&E

Welcome to the second post in our series on practicalities of responsible data management where we dive into Stage 2 of our guiding framework: Collecting or Acquiring Data. Here we offer guidance on aspects of data collection such as risk-benefit, data minimisation, informed consent, and ethical review/institutional review boards.

During this stage, data is gathered to answer the specific M&E questions and/or to produce evidence related to the various indicators that have been established in the M&E framework and based on the Theory of Change. Data might be collected through traditional channels, such as surveys or focus groups, or may include advanced data collection methods such as satellite data, cell phone data records, or other sources of data that are available but have not been collected directly by you or your organization.

Guidelines on collecting and acquiring data for M&E

1.1 Review the potential risks of collecting and acquiring data from or about vulnerable people

Before commencing data collection consider the vulnerability of the population of interest, and ensure you have the resources to reach and effectively engage with respondents for data collection purposes. If you are collecting data through mobile devices or online, it is especially important to conduct an ethical review of the exercise, paying particular attention to aspects of inclusion, bias and representation considering that some of the most marginalised populations might not have access to the internet or use digital devices.

Thoroughly assess the short- and long-term risks and harm that could result from collecting or acquiring data and decide if and how risks can be sufficiently mitigated to avoid any potential harm as a result of your M&E. This will involve finding data collection methods that are appropriate for use with vulnerable populations.

1.2 Minimise the amount of data that you collect

Do not collect data for the sake of it. Ask yourself:

• What data do you really need to collect and why?
• Do you have a specific use and purpose for each data point that you plan to collect?
• How can you minimise the personal or sensitive data that is collected?

You should only collect data that is necessary and proportionate to achieve the specific task or purpose for which it is intended.

1.3 Define your tools and procedures for data collection

Some questions to consider when defining tools and procedure for data collection:

• What is the suitability of existing data collection tools and methods for your programme?
• Is a bespoke approach needed?
• Can you afford it?

See Tip Sheet 1 for a list of some common tools for data collection

1.4 Ensure that you have a thorough and transparent informed consent process in place

Consent is the foremost ethical requirement for research or M&E involving people. Consent requires that participation is voluntary and revokable and that people are fully informed about the handling of their data throughout the Data Lifecycle.

Some people or groups may be unable to give consent due to their age or capacity. In these cases, the collection of data should be avoided or, alternatively, consent should be obtained from a legal guardian.

In most contexts, despite the custom of local leaders or community authorities giving consent on behalf of their communities, individual consent is required for legal compliance and for ethical reasons. Research on the various options and local customs could assist in the compilation of a culturally adequate, ethical consent process that also meets legal requirements for local community members. If a person appears reluctant to provide their data or to participate in the M&E process, they should not be shamed, coerced, or forced to do so, even if a local leader has provided consent or permission.

See Tip Sheet 2 on Data subjects’ rights for details that must be provided during the consent process

1.5 Review ethics and consent related to any ‘passive’ data collection

When data collection processes become digitised, there tends to be less direct interaction between those collecting data and those providing it. When data collection happens online or through a website, be aware of what data is automatically collected on the ‘backend’ by the website or platform.

Current recommendations on ethical practice for this type of ‘passive’ data collection suggest that researchers and data collectors should seek advice from an external ethics committee which will critically examine any potential harm, vulnerabilities, benefits of data processing and use, even if such research does not engage directly with human subjects and does not require legal or formal ethical reviews. This is an important process which can assist to reduce bias and any potential negative effects of research or M&E.

1.6 Ensure that you have research approval from relevant authorities and have complied with other legal requirements

Before proceeding with data collection, approval from institutional review boards or ethics committees may need to be obtained. In countries such as Tanzania and Kenya, it is standard practice to ask for clearance from the national science and research institutions or other ethical boards before collecting human subject data. While in South Africa, for example, approval to use personal information of beneficiaries must be obtained from the Information Regulator (see the POPI Act).

Review any national data laws to ensure that you are compliant and that there is a lawful basis for data collection.

See Tip Sheet 3: Lawful bases for data collection

See Tip Sheet 4: Orientation on how to manage an ethical and informed consent process

Stay tuned for Stage 3: Responsible M&E data transmission and storage, as we unpack practical responsible data management tips for M&E practitioners.

See our previous blog post to keep up with the discussion, or learn more in the report.