Perhaps the most overlooked aspect of good data use strategies is addressing the transferring of data from the system(s) in which it is collected to individuals and groups that need the data for analysis and use. Transferring data is the phase of the data use cycle that moves data from a raw format to a format that can either be accessed by those with relevant skills for analysis or understood by individuals that need it for decision-making. In US PREP’s experience with many educator preparation programs across the nation, this has become the single largest “bottleneck” for effectively and efficiently getting data in front of stakeholders to use for decision-making. 

Keep in mind that while data security is important in all applications, in the educational space it becomes especially critical. Educational data is subject to significant regulation, often at both the federal and state level. When choosing a solution for moving data, it is important to consider the potential solution’s ability to comply with both FERPA and any other local requirements. US PREP chose Microsoft SharePoint document libraries for the moving of our data because of its ease of use, industry standard security, and FERPA compliance. Despite these technical aspects of moving data, it is important to consider that moving data requires both technical oversight and interpersonal collaboration. As we highlighted in the collecting phase, developing healthy communication and dialogue continuously will help address any issues that come up (which is bound to occur), as well as help the process move from being a reactive one to a proactive one.

Effective data transfer must first address technical challenges associated with data management systems, student assessment platforms, survey platforms, student information systems, digitizing paper and pencil methods of data collection, and then providing stakeholders access to platforms and systems. Your program will need to determine to what degree the raw data will need to be normalized before permissions are granted and what protocols are appropriate to address data security and confidentiality requirements. Finally, data managers and program leadership will need to provide professional development opportunities to relevant stakeholders that provide step-by-step instructions for both collecting and accessing needed data.

Review the identified systems and determine which one most closely matches your own and/or meets your needs and determine the personnel/capacity required, timeline, and training and onboarding needed to implement.