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Sun Tzu cartoon: He who is prudent, and lies in wait for an enemy who is not, will be victorious.

The district data journey · Step 1 of 3

Into the Data

Collecting and Gathering

District data begins when someone records what happened. Decide what to collect, how to collect it, and who checks that it is right.

Browse the topics Back to Data

Featured resources

Inventory

Explore district data inputs

Browse the records, forms, and files a district might collect.
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Workflow

Follow a parent absence note

See what the office checks when a note arrives.
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Planning

Annual Data and Compliance Calendar

Plan collection around recurring work and reporting deadlines.
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Practice

Design the collection

Define the fields and the person responsible before choosing a form.
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    Resource index

    Choose a topic to jump to its overview and resources.

    Data Sources & Input Inventory

    Identify the records, systems, and people that supply the data your district uses.

    Explore Data Collection Resources →

    Inventory the data your district collects

    Member resource
    Build an inventory that records where district data comes from, who owns it, and where it is stored.
    View Resource

    Collection Design

    Define the purpose, required fields, and rules for a collection before it begins.

    Design a data collection before choosing a tool

    Member resource
    Define what a collection needs to answer and which fields, rules, and checks belong in it before choosing a tool.
    View Resource

    Forms & Collection Methods

    Choose how people will provide information, from paper forms and phone calls to portals, scans, and online forms.

    Choose a collection method that fits the workflow

    Member resource
    Compare paper, phone, and online collection methods by the effort they take for families and school staff.
    View Resource

    External Data & File Intake

    Receive information from vendors, other districts, or agencies through files and system connections.

    Set up a reliable intake process for external files

    Member resource
    Set expectations for incoming files, including the format, delivery schedule, and who handles failed deliveries.
    View Resource

    Collection Schedules & Responsibilities

    Set a schedule and identify the collector, reviewer, and backup at each site or department.

    Open the Annual Data and Compliance Calendar →

    Build a collection schedule and assign responsibilities

    Member resource
    Work backward from a deadline to schedule collection, review, follow-up, and backup coverage.
    View Resource

    Intake Verification & Exceptions

    Check that incoming information is complete, matches the right record, and can be accepted or routed for follow-up.

    Verify an incoming attendance note

    Member resource
    Match an absence note to the student and attendance date, then route unclear cases to the right reviewer.
    View Resource

    Decide what information is needed and how people will submit it securely. Identify when consent is part of the workflow.

    Collect only the information you need

    Member resource
    Review a form field by field to identify which answers staff need and who needs access to them.
    View Resource

    Source Records & Storage

    Keep original documents and supporting records organized and retrievable.

    Organize source records for retrieval

    Member resource
    Organize original records so authorized staff can find them and link them to the entries they support.
    View Resource