NACJD DATA SUBMISSION CHECKLIST
1. Documentation: Provide all documentation needed for others to understand the archived data including:
o Project title
o NIJ Grant Number
o Principal Investigator
o Name and email address of your Grant Manager
o Project Abstract
o The Project report which describes the study and processing procedures including research design, study rationale, sampling and
recruitment, time frame, geography, data collection procedures and dates of data collection, descriptions of weighting,
imputation methods, recodes and other transformations
o Project findings including frequency distributions and descriptive statistics for all variables used in the analysis.
o Questionnaires or other data collection instruments
o Codebook(s) to provide details about the variables, values, and formats including all applicable labels (i.e. variable, value,
missing values)
2. Data: Submit cleaned, final, and de-identified data meeting the following criteria:
o All direct identifiers* must be removed from the data set unless consent was explicitly provided for the purpose of archiving.
o Indirect identifiers** should be recoded to prohibit re-identification. Various methods exist for use in de-identification (such as
suppression, generalization, and perturbation). NACJD staff can provide guidance at any point in the preparation process
pertaining to de-identification in preparation for submitting data for archiving. See also Treating Indirect Identifiers, page 37 in
the Guide to Data Preparation
.
o Submit only data used in the analysis eliminating all unused and unnecessary content in comment fields before
submission. Make certain that all variables names, value labels, and missing value codes used in the analysis of data are
provided in the syntax and codebook. Include all syntax used to carry out data transformations and analyses and for
purposes of replicating all results.
o NACJD staff will perform an independent confidentiality review of datasets submitted to the archive and will work with
the Principal Investigators via the Grant Manager to resolve any remaining problems of confidentiality or other issues.
*Direct identifiers are names, residential addresses, birthdates, telephone numbers, fax numbers, electronic mail addresses, social
security numbers, medical record numbers, account numbers, certificate/license numbers, vehicle identifiers, biometric identifiers,
full face photographic images, any other unique identifying number, characteristic, or code.
**Indirect identifiers are items that could be used to re-identify study participants. Variable identifiers include items such as gender,
race/ethnicity, age, zip code, detailed geography, respondent member organizations, educational institutions from which the
respondent graduated (and year of graduation), exact occupation, places where the respondent grew up, exact dates of events or
incidents, detailed income, and offices or posts held by the respondent.
NACJD Data Submission Checklist Page 1
