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data cleansing

Data cleaning may profoundly influence the statistical statements based on the data. Typical actions like imputation or outlier handling obviously influence the results of a statistical analysis. For this reason, data cleaning should be considered a statistical operation, to be performed in a reproducible manner. The R statistical environment provides a good environment for reproducible data cleaning since all cleaning actions can be scripted and therefore reproduced.

Data Cleaning as a Process

Data cleaning deals with data problems once they have occurred. Error prevention strategies can reduce many problems but cannot eliminate them. We present data cleaning as a three-stage process, involving repeated cycles of screening, diagnosing, and editing of suspected data abnormalities.

Screening Phase

When screening data, it is convenient to distinguish four basic types of oddities: lack or excess of data; outliers, including inconsistencies; strange patterns in (joint) distributions; and unexpected analysis results and other types of inferences and abstractions. Screening methods need not only be statistical. Many outliers are detected by perceived nonconformity with prior expectations, based on the investigator’s experience, pilot studies, evidence in the literature, or common sense. Detection may even happen during article review or after publication.

What can be done to make screening objective and systematic? To allow the researcher to understand the data better, it should be examined with simple descriptive tools. Standard statistical packages or even spreadsheets make this easy to do. For identifying suspect data, one can first predefined expectations about normal ranges, distribution shapes, and strength of relationships. Second, the application of these criteria can be planned beforehand, to be carried out during or shortly after data collection, during data entry, and regularly thereafter. Third, comparison of the data with the screening criteria can be partly automated and lead to the flagging of dubious data, patterns, or results.

Diagnostic Phase

The diagnostic and treatment phases of data cleaning require insight into the sources and types of errors at all stages of the study, during as well as after measurement. The concept of data flow is crucial in this respect. After measurement, research data undergo repeated steps of being entered into information carriers, extracted, transferred to other carriers, edited, selected, transformed, summarized, and presented. It is important to realize that errors can occur at any stage of the data flow, including during data cleaning itself.

The inaccuracy of a single measurement and data point may be acceptable and related to the inherent technical error of the measurement instrument. Hence, data cleaning should focus on those errors that are beyond small technical variations and that constitute a major shift within or beyond the population distribution. In turn, data cleaning must be based on knowledge of technical errors and expected ranges of normal values.

Some errors deserve priority, but which ones are most important is highly study-specific. In most clinical epidemiological studies, errors that need to be cleaned, at all costs, including missing sex, sex misspecification, birth date or examination date errors, duplications or merging of records, and biologically impossible results. For example, in nutrition studies, date errors lead to age errors, which in turn lead to errors in weight-for-age scoring and, further, to misclassification of subjects as under- or overweight.

Treatment Phase

After identification of errors, missing values, and true (extreme or normal) values, the researcher must decide what to do with problematic observations. The options are limited to correcting, deleting, or leaving unchanged. There are some general rules for which option to choose. Impossible values are never left unchanged but should be corrected if a correct value can be found, otherwise, they should be deleted. For biological continuous variables, some within-subject variation and small measurement variation is present in every measurement. If a re-measurement is done very rapidly after the initial one and the two values are close enough to be explained by these small variations alone, accuracy may be enhanced by taking the average of both as the final value.

What should be done with true extreme values and with values that are still suspect after the diagnostic phase? The investigator may wish to further examine the influence of such data points, individually and as a group, on analysis results before deciding whether or not to leave the data unchanged. Statistical methods exist to help evaluate the influence of such data points on regression parameters. Some authors have recommended that true extreme values should always stay in the analysis. In practice, many exceptions are made to that rule. The investigator may not want to consider the effect of true extreme values if they result from an unanticipated extraneous process. This becomes an a posteriori exclusion criterion and the data points should be reported as “excluded from analysis”. Alternatively, it may be that the protocol-prescribed exclusion criteria were inadvertently not applied in some cases.

Data cleaning often leads to insight into the nature and severity of error generating processes. The researcher can then give methodological feedback to operational staff to improve study validity and precision of outcomes. It may be necessary to amend the study protocol, regarding design, timing, observer training, data collection, and quality control procedures. In extreme cases, it may be necessary to restart the study. Programming of data capture, data transformations, and data extractions may need revision, and the analysis strategy should be adapted to include robust estimation or to do separate analyses with and without remaining outliers and⁄or with and without imputation.

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