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Audit Commission > National Fraud Initiative > NFI instructions > Data specifications – Public Sector > Data download

Data download

Given that good quality matches are produced by good quality data, we have devised some simple pre-submission data quality checks. These should also help to minimise the risk of data having to be resubmitted, which can typically cause a delay of more than a week and can result in unnecessary increases in download costs for participating bodies . Therefore, we recommend that, as well as carrying out those checks, the NFI key contact should also ensure that:

  • A user responsible for the submission of the data is nominated (in other words, whoever extracts the data). This should be the person with the most knowledge of the system in question.
  • The data is extracted by the required deadline, 8 October 2012, for the 2012/13 exercise. A series of reminders will be issued from 15 October 2012.
  • The data is readable. For Excel submissions this is easy to check by simply opening the data file, although you should subsequently close without saving as data could be truncated if the number of records exceeds the maximum for that version of Excel. For text file submissions you should check by opening the file in a text editor i.e. Notepad or Wordpad. Once again ensure that the file is closed without saving.
  • The data is complete. All the data fields requested may not be available from a single system but contained within a second, third, etc system. If that is the case it should be brought across to complete the data submission.
  • The record layout is consistent with the data specification.
  • A ‘look up’ table is provided that describes the codes used in fields, whether system or manually generated. (e.g. type of creditor)
  • In accordance with our data protection protocols, which promote security of personal data while sitting on the host system, the data should be password protected at the earliest opportunity.
  • In case the data supplied proves unreadable, copies of any intermediate files should be retained so that the data may be re-supplied.
  • Data is only submitted using the Data File Upload (DFU) facility within the NFI secure web site. This is the only acceptable method to supply data. If another submission method is used our policy will be to inform the Director of Finance that data has been put at risk unnecessarily.

If you require any further guidance on extracting, downloading or submitting data contact the NFI Data Centre via email (helpdesk@nfi.gov.uk) or call 0845 345 8019.