START UP IN DE P T H HOW TO CREATE CASE FORM QUESTIONS BASED ON INFORMATION YOU WANT 5.3 Collecting, Managing, and Using Data This section discusses effective data collection and storage for the purposes of: • • • • case management program learning advocacy for systemic change paralegal supervision and support • Application date Good, consistent service requires good records of client details and paralegals’ actions. It is especially important if paralegals manage a large caseload, cases take years to resolve, or if multiple paralegals work on a case. Gathering, storing, and using casework information should make paralegals’ work easier, rather than harder. Nonetheless, paralegals may need information about the importance of data collection and management for improvement of the program and their own performance. • Date document was received Forms programs use can include: To get a deeper understanding of common administrative barriers and whether these obstacles vary by gender, the case form might ask: • Fees paid •D  ocuments the government required •A  pplicant’s gender (male/ female/other). •C  ase form • Consent form or client agreement, for signature • Consultation sign-up sheet, for quick preliminary intakes during workshops or meetings Building a form and collecting data The initial consultation, or intake interview, is a critical moment for capturing initial data on clients’ lives. The data can later be compared with the data gathered after clients receive assistance. Thus it is essential to think through the case form, sometimes called an intake form, thoroughly. The following steps may assist in developing a case form: 1. Clarify the goals, or intended uses, of the data collection 2. For each of these areas, identify what you need to know or learn a. What information will be useful to guide paralegals in their work? b. What data do you need to make the program design and strategy decisions you anticipate facing during the program? c. What advocacy goals do you have, and what data would support your policy recommendations? 3. Use the list of desired data to develop the form 4. Identify the questions you will ask according to these guidelines: a. Any group you might want to study should be identified on the form. For example, if you want to know whether a particular issue affects women more than men, record gender data on the form. Other questions might be about where clients live, their documentation status, age, or race/ethnicity. b. If you want to determine the client’s risk of statelessness, you may need to ask indirect questions about migratory history and their parents’ documentation status. 60 | A C O M M U N I T Y- B A S E D P R A C T I T I O N E R ’ S G U I D E : D O C U M E N T I N G C I T I Z E N S H I P A N D OT H E R F O R M S O F L E G A L I D E N T I T Y