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Guidelines for Data Extracts


Guidelines

There are two key types of data extracts that you might be considering:

De-identified data extract: This is the standard type of extract we can provide that still maintains confidentiality. Further information on how we do this is provided below.

Raw data extract: This is a more comprehensive data extract that may contain identifying information, either via the inclusion of a unique identifier in the data (e.g. email or employee ID) or via multiple demographics allowing cross-filtering that may easily compromise confidentiality. This type of extract is discussed further here.

When producing de-identified data extracts, we aim to uphold the same confidentiality commitments that we offer within the online reporting.  Therefore, this forms the basis for many of the guidelines when providing the extracts. For this reason, raw data extracts need to be approved by the Culture Amp Privacy Team and can take up to 72 hours to be processed.

Conditions

We are able to provide a de-identified data extract of your surveys under the following conditions:

  • Survey responses are de-identified with the exception of ONE demographic (normally department). This will mean that identifying information such as: name, employee ID, date of birth, start date, team, location etc. will not be attached
  • Comments will be removed for similar confidentiality reasons
  • If you want all demographics included, your employees are to be notified of your intentions to gain access to their responses via a raw data source including the demographics and comments that you will be receiving. This must be done before the survey is launched. See examples. This form of data extract is discussed at length here.
  • File will be provided in an Excel format in a password protected .ZIP file
  • File to be delivered within a week of survey closing unless otherwise specified

 What is in the de-identified data extract?

  • The results will be reported based on the value assigned to the response. For example if a respondent rated a question 4 out 5 on a particular question, then the the “4” will be recorded in the cell for that respondent, for that question.
  • A ‘-1′ for a rating means that the respondent didn’t answer that question, they skipped it.
  • If you have your custom single select or multi-select questions where you have created your own options, then the values selected by the respondent will be recorded into one cell.
  • Unless otherwise specified upfront with your employees, only one demographic of your choice will be included.
  • The demographic data will still be subject to whatever minimum response size rule was communicated to respondents at the time of the survey. Any data for groups smaller than that size will be put together with other groups if possible or otherwise will not appear in the file.
  • Here is an example of what the de-identified data extract will look like:

  • If you have notified the respondents that you will be receiving identifiable data, then you may receive some additional data

  

See also



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