Editing and Coding of Data:

Importance and Principles

Dr. N. AUDINARAYANA
Professor and Head.
Dept. of Sociology & Population Studies
Director, School of Social Sciences
Bharathiar University
COIMBATORE – 641 046
E-mail: audi_bu@yahoo.co.in
Editing
Editing is a process of examining the collected raw
data (especially in surveys) to detect errors,
options, inadequate entries and to correct these
when possible.

Basic Principles of Editing:

Checking of the no. of Schedules / Questionnaire)
Completeness (Completed in filling of questions)
Legibility
To avoid Inconstancies in answers
To Maintain Degree of Uniformity
To Eliminate Irrelevant Responses

Two Types: 1. Field Editing 2. Central Editing

Field Editing: While the data collection is in the process, the
supervisor in responsible to collect the correct information.

Normally, it will be done at the same day or next day

Here, 2 types of problems may be avoided:
Recording the Answer to Questions and
Illegible Hand Writing. At times Translation also.

Central Editing: At the Office mostly after data collection or at

times during data collection.
Editor must keep the following points in mind while editing the data
Familiar with instructions given to the interviewer and coder
While crossing out the original entry, there should be just one line,
so as the original is visible
Entries should be made in a distinguished colour and that too in a
standared form
Editor should initial all answers which they change or supply
Editor initials and date of editing be marked on each completed form.
Coding
Coding is the process of classifying responses
into meaningful categories
It involves combining / pooling detailed
information into a limited number of categories
that enable simple description of the data and
allow for statistical analysis
Coding refers to the process of assigning
numerals or other symbols to answers that
responses can be put into a limited number of
categories or classes.
Pre-coding and Post-coding
Basic Principles of Coding:
Link to Theory
Exhaustiveness:
Single / Married / Divorced
Mutual Exclusiveness:
Overlap – Hindus, Muslims, Shaikhs,
Christians, Catholics
Mixing of dimensions – White Collar,
Blue Collar, Government, Private Emp.
Detail: Coding should be in detail. It is preferable
to include too many categories rather than
too few.
This would be easy to reduce the number of
categories later than slitting the already
coded group of responses.
 On the whole, the number of categories
should be small

Categories that include very few cases can

not be retained in the coding scheme

Code Book Construction: Code design /

Coding Frame – It describes the locations of
variables and lists of code assignments to
the attributes composing those variables
It serves two essential functions: It is primary
guide used in the coding process. It is the
guide for locating variables and interpreting
the columns in data file during analysis
Coding Process:
Transfer sheets / Code Sheets / Master Sheets
Edge Coding
Punching directly / Direct data entry
Errors in Coding:
While preparation of the Code Design –
Not following basic principles
At the time of transcription –
Over writing, No clear writing,
Misunderstanding of codes, etc.
Verification Procedures:
Spot Checking – Sample or Census basis
Manual or Computer Checking
2 Ways: Valid Coding Range Logical Checks
Tabulation: is the process of summarizing raw data and
displaying the same in compact form (i.e., in the form of
statistical table) for further analysis
When mass data has been assembled, it becomes necessary
for the researcher to arrange the same in some kind of
concise logical order, which may be called tabulation
L.R. Connon, has defined it as “the orderly and systematic
presentation of numerical data in a form designated to
elucidate the problem under consideration”.

Tabulation is essential because:

It conserves space and reduces explanatory and
descriptive statement to a minimum
It facilitates the process of comparison
It facilitates the summation of items and the detection
of errors and omissions
It provides a basis for various statistical computations.
Hand or Manual Tabulation
Direct Tally
The List and Tally
Card, Sort & Count

Merits: Less clerical work and specilised operations

Cost will be economical (if tabulation plan is in
advance)
If cards are punched, hand tabulation is relatively
easy and good
Errors may be less (if data is less)

Limitations: Would be useful in the case small data

Only basic tables can be prepared
Further, statistical analysis may be
possible to a lesser extent.
Machine Tabulation: Tabulation also can be done
through machines, which is quicker and more
accurate method.
A variety of machines are there for tabulation.
Key punch machine – IBM 24 Card Punch
Machine
Sort / Count Cards
Sort / Count & Print the results
Computers & Software
For all these, coding of data and data cleaning
(verification) are very much essential.
Tabulation will be done according the wishes of
the Researcher keeping in mind the following:
The problem under study, Objectives of the
study, To fulfill the hypotheses
Preparation of Table: is an art and requires an
expert handling. It depends on:
The Size and Nature of Data
Number of Classes
Nature of Comparison Sought
Space Available
Purpose of Tabulation
Some Guideline for Preparation of Tables:
Suitable heading should be given.
The heading should contain subject matter of the table, time
of which it belongs, basis of classification and sources from
which it has extracted.

There may be sub-heading. Heading should be the

centre of the Table.
Stubs and Captions: Column headings–Stubs and Row
headings–Captions
Should be given properly. Units of measurement if any, %,
Rs. etc.
Size of the Columns: Depends upon the size of the space.
Proper allocation for all the variables under consideration
should be given.
Arrangements of Items in Rows:
May be alphabetical, Geographical, Historical,
Numerical and According to Magnitude.
Arrangement of Columns:
First Column, generally descriptive in nature
More important left side, because eye movement from L to R
Comparable items should be given side by side
% also should be given with the figures
Totals and Grand Total, Foot Notes
Types of Tables: One-way, Two-way and Multiple Tables