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Overview

A response to an infectious disease event might seem unique however the process of information management should remain the same with some possible only a few exceptions:

  • Planning - more time might be necessary to fully WHO takes the lead in any health emergency, be sure to reach out to your WHO or Health Cluster counterparts early in the planning process. It might take everyone time to understand the types of data and , sources of data, and information that decision-makers will need. Historically, WHO takes the lead in these situations, be sure to check with them before starting to plan.

  • Collection - the process of data collection might have health-related issues to take into considerations such as the use of mobile devices (how to disinfect). 

  • Processing - probably not much change but those with health data experience might be needed to identify possible data errors.

  • Analysis - subject matter experts are critical!

  • Dissemination - use subject matter experts Don’t hesitate to ask clarifying questions from your HoO or health colleagues!

  • Collection - Be careful not to duplicate data collection efforts, coordinate with all actors to ensure added value to the process. Note: OCHA should not be collecting epidemiological data that should be left to health professionals. 

  • Processing - Consider working with health data experts when processing health-related data and review data responsibility guidelines to ensure personal data is not shared.

  • Analysis - Once you go past descriptive analysis subject matter experts are necessary for in-depth explanatory, interpretive and anticipatory analysis

  • Dissemination - Work with a subject matter expert in the design of products and key messages.Feedback -

Recommendations

Focus

from past infectious disease event responses:

  • Stay focused on core products and IM processes as in any emergency: 3Ws, Meeting schedules, reference maps, etc.

    • Note that “Contact management” has a different meaning in a health emergency, consider using “partner list” instead of “contact list” to avoid confusion.

  • Ensure that relevant partners are attending your IMWG.

  • Consider the process for clearance and sharing of products (a product catalogue and editorial meetings are always useful).

  • Staffing: manage leave plans and ensure all staff know what their priorities and deadlines are

  • Map out your dataflows as early as possible, share with colleagues and review regularly.

  • Call an IMWG to discuss the health emergency and ensure critical partners from WHO, Dept of Health, Health cluster/sector are in attendance

  • As for any possible emergency, data preparedness is key. Make sure your CODs are in order and available on HDX. CODs specific to the event could include:

    • Health facilities (enquire with the Health cluster or WHO Office whether a HeRAMS is in place or being triggered)

    • Health boundaries

    • Insecure areas

    • Refugee and IDP (numbers and movement)

    • Transport routes

    • Airports (including movement of people - flight paths)

    • Borders and crossing points

  • Use existing structures and platforms, if at all possible, such as HDX, share products on your country’s HR.info page, data on your HDX page, and use ReliefWeb, H.id.  There might be a push to try new systems but, as always, an emergency is not the time to try out new software or systems. Many new actors might show up to provide assistance and support, be flexible to take advantage of new opportunities but don't drastically change the approach to IM as conducted in a "regular" emergency.

  • Data that OCHA IMOs normally do not have experience with could be critical especially epidemiological data, reach out to subject matter experts to help analyze and present the data. 

  • Consider doing a stakeholder mapping exercise to identify data sources and information flows.

  • Review the process for clearance and sharing of products (a product catalogue and editorial meetings are always useful).

  • Staffing: manage leave plans and ensure all staff understands their priorities and deadlines especially in a country with an on-going non-health related emergency. The IM team might have to split their work into those that focus on the health emergency and others on the “normal” work of the office.

  • Reach out on the IMO skype group if you have any questions or to share your work.

General IM Resources 

Outputs/Resources from the Regional Office for Asia and the Pacific during COVID-19 in 2020 

Outputs/Resources from Ebola Response in 2018-2020

Outputs/Resources from Ebola Response in 2014



Guidance