ROUTINE DATA COLLATION

DATA COLLATION
DATA COLLATION IS THE TERM USED TO
DESCRIBE A PROCESS OF PREPARING AND
COLLECTING DATA.
THE PURPOSE OF DATA COLLATION IS TO
OBTAIN INFORMATION TO KEEP ON RECORD
TO MAKE DECISION ON TO OTHERS
DATA ARE PRIMARILY COLLATED TO PROVIDE
INFORMATION REGARDING A SPECIFIC TOPIC

 DATA COLLATION SHOULD BE A DAILY

ACTIVITY IN ALL SERVICE DELIVERY POINT
Use standard tally sheet or books.
Under each event/disease, count the number of
events.
Do this by drawing tally marks to keep an accurate
account of the data being collated using the five
bar gate system.
Sum up the tallies daily (Do this at the end of
every clinic session) and at the end of every week.
Sum up the weekly summaries at the end of the
month

 Collate data from the first to the last day of the

month(e.g. 1st to 31st of July). Data collated for a
particular month should not overlap into the next
month.
Recheck totals of every event/disease.
Add the outreach, emergency and other services
rendered in various parts of the facility
Keep tally sheets/books filed for audit purposes
Transfer totals unto appropriate standard
reporting forms at the end of the month

 Complete ALL fields that require data in the

standard reporting forms
Facility In-charge or a designated person should
cross-check and sign all reporting forms
Hospitals and other health facilities with the
capacities to do so should enter data from the
reporting forms into the DHIMS
Complete ALL data fields in DHIMS

THANK YOU