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How do you manage and store educational data in a way that is accessible, reliable, and scalable?

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Educational data is a valuable resource for teachers, students, researchers, and policymakers. It can help improve learning outcomes, inform decisions, and evaluate programs. However, collecting, managing, and storing educational data can pose many challenges, such as ensuring data quality, security, privacy, and compliance. In this article, you will learn some best practices and tools for managing and storing educational data in a way that is accessible, reliable, and scalable.

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1 Define your data needs and goals

Before you start collecting and storing educational data, you need to define your data needs and goals. What questions do you want to answer with your data? What data sources and methods will you use? How will you measure and report your results? Having a clear data plan can help you align your data collection and storage with your objectives, avoid unnecessary or redundant data, and ensure data relevance and validity.

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Shawn M Pressley, MPSTM

CEO | Data Architect | Data Strategy and Governance SME
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First, awesome topic. Please do not shrink from all the scopes and audiences in the very first paragraph. The opening paragraph speaks to two topics 1) addressing audiences - "teachers, students, researchers, and policymakers" and 2) informing the data curator on how to serve those audiences with accessible, reliable, and scalable data. While this paragraph does address the curator, there is no development of how the customer's data needs and goals - the teacher who is seeking to educate versus the student seeking to absorb versus the researcher and policymaker that wants to compile and extrapolate - can impact the curator's data plan. These goals drive content and format which you mention and will make the whole article more relatable.

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Ankesh Saxena

Co-Founder and CBO - Acutus AI Insights | Podcaster @ The Collaborative Canvas | TRP Magazine | Learn and Grow | Market Research | Personal Branding | Consumer Insights | Sales | ESOMAR member | MRSI Member |
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To manage educational data accessibly, reliably, and scalably, start by organizing data with a clear hierarchy and consistent naming conventions. Automate processes like data entry, updates, and backups to minimize errors. Regularly monitor system performance and data integrity, and train staff on best practices and tools for data management. Implement role-based access controls to maintain security and conduct periodic audits to ensure compliance and identify areas for improvement.

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2 Choose a suitable data format and standard

The format and standard of your data can affect how easily and efficiently you can access, analyze, and share it. Depending on your data type and purpose, you may want to use different formats, such as text, numbers, images, audio, video, or JSON. You may also want to follow a common data standard, such as the Common Education Data Standards (CEDS), the Learning Resource Metadata Initiative (LRMI), or the Experience API (xAPI). These standards can help you structure, label, and describe your data in a consistent and interoperable way.

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3 Use a secure and reliable data storage system

The storage system you use for your educational data should be secure and reliable. You need to protect your data from unauthorized access, loss, corruption, or theft. You also need to ensure your data is available and accessible when you need it. You may want to use a cloud-based storage system, such as Google Cloud Storage, Amazon S3, or Microsoft Azure Blob Storage. These systems can offer high scalability, durability, redundancy, and encryption for your data. However, you also need to consider the cost, performance, and compliance of these systems for your specific data needs.

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Barbara Donnini

President of Boxplot - a data & AI consulting firm.
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I think sometimes a “trap” I see people fall into is choosing platforms that are too specific. It can be tempting to choose a storage solution or app that claims to be tailored to education for example. But I’ve found that these apps are often inferior to the standard, industry agnostic tools. And there are a lot fewer people that can help you troubleshoot them. I’m not saying they are all bad, I’m sure some are valuable to certain organizations. I’ve just personally seen a lot of people who are unhappy with the niche programs and ditch them for Azure, AWS, or Google for storage. And then they also choose Power BI, Tableau, or a comparable standard program for the data analysis.

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4 Implement data quality and governance processes

Data quality and governance are essential for managing and storing educational data, which must be accurate, complete, timely, and consistent. To ensure your data is reliable, trustworthy, and compliant, you need to implement processes such as data cleaning to remove or correct errors, duplicates, outliers, or missing values; data validation to check and verify your data against predefined rules; data backup to create and maintain copies of your data; data audit to monitor and review your data collection, storage, and usage activities; data security to protect your data from unauthorized access; and data privacy to comply with relevant laws and regulations regarding the collection, storage, and sharing of personal or sensitive data.

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Peter Hemphill

Program Manager III (Retired)
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Data Retention policies are important as storage is not limitless and sometimes you have to make the hard call of what to keep, what and how to archive as well as what to throw away. Data tends to grow exponentially and that impacts cost as well as performance.

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5 Optimize data access and sharing

One of the benefits of collecting and storing educational data is that you can use it to inform and improve your teaching and learning practices. However, to do so, you need to be able to access and share your data easily and effectively. You may want to use a data warehouse or a data lake to store and organize your data in a centralized and standardized way. You may also want to use a data dashboard or a data visualization tool to display and communicate your data insights in a clear and engaging way. Additionally, you may want to use a data API or a data portal to enable and facilitate data access and sharing among different users and stakeholders.

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6 Keep learning and improving

Managing and storing educational data is not a one-time task. It is an ongoing process that requires continuous learning and improvement. You need to keep track of your data needs and goals, evaluate your data collection and storage performance, and identify and address any gaps or issues. You also need to keep up with the latest trends and developments in educational data, such as new data sources, methods, tools, standards, or regulations. By doing so, you can ensure your data management and storage practices are effective, efficient, and up-to-date.

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7 Here’s what else to consider

This is a space to share examples, stories, or insights that don’t fit into any of the previous sections. What else would you like to add?

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How do you manage and store educational data in a way that is accessible, reliable, and scalable?

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1 Define your data needs and goals

2 Choose a suitable data format and standard

3 Use a secure and reliable data storage system

4 Implement data quality and governance processes

5 Optimize data access and sharing

6 Keep learning and improving

7 Here’s what else to consider

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