Evaluation of demographic data collection via handheld computers in Western Kenya

Previously, the Demographic Surveillance System (DSS) used a scanned forms-based data management system. The expanded vital statistics and demographic data system was voluminous and complex, utilizing 25 forms collected from 204,000 people three times yearly. Large reference books with details of households and individuals were printed for field use. Forms with errors were returned to the field for correction. This system required substantial time and personnel to manage, had numerous errors, and was subject to backlogs and scanner breakdowns. A data collection system was developed for handheld computers (PDAs) aimed at improving data quality at the collection point, and reducing costs. System benefits included: reduced paper purchasing, printing, and storage needs; reduced data processing time and personnel, reduced field trips for error correction, saving gas and vehicle maintenance. We created electronic forms mimicking paper forms to simplify training needs. We replaced the reference books with PDA-based queried databases. We created data and form usage checks. The PDA system eliminated human errors by more than 90%, data errors by 80%, and data management staff costs by 78%. Collecting consistent field data eliminated the need for data checking clerks. The time lag between data collection and reporting reduced from six weeks to less than 1 week. The PDA system improves data quality while reducing costs and time requirements. The system requires programming skills and the initial cost of PDA purchase, but eliminates the needs for expensive scanned forms software and high-speed scanners. The system, in use for its third round, operates smoothly.