Chapter 4: Documenting Survey Data Files - ASPE

• An overview of the variable naming conventions used in thefiles.The Work Group recommends that survey data variable labelscorrespond with question numbering or other labels present inthe survey questionnaire. A brief description of this recommendedapproach is provided in the documentation template so that granteesdo not have to construct an independent description.If grantees elect to use alternative methods for constructing variablenames for survey data, their file documentation should clearlydescribe their approach.• A description of how unique record identifiers wereconstructed.Each record or case included in both survey and administrative datafiles should be assigned a unique record identifier that may be usedto link, or relate, data for particular cases across files. The WorkGroup recommended an approach for creating these uniqueidentifiers that includes two parts: the state FIPS code and arandomly assigned record number (see Chapter 1). A briefdescription of this recommended approach is provided in thedocumentation template so that grantees using this approach do nothave to create an independent description.If grantees elect to use another method, their documentation shouldprovide a detailed description as to how these unique identifiers werecreated and whether they may be used to link data across files.Chapter 4: Documenting Survey Data FilesIV-12