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Ask the expert: A massive undertaking: organizing the evidence

HCPro's Weekly Update on the ANCC Magnet Recognition Program®*, October 23, 2007

This week, a reader asks how to organize the evidence that is collected to attain designation. Read the response below from our advisor Barbara Hannon, RN, MSN, CPHQ, ANCC Magnet Recognition Program® coordinator at University of Iowa Hospitals and Clinics in Iowa City, IA.

Q: How do you organize evidence that has been collected?

A: Organizing the evidence is a massive undertaking and although using paper filing systems is possible, the colossal amount of evidence and documentation fits well into a number of database systems. Excel spreadsheets, Gantt charts, and Access tables allow a large amount of data to be kept in a simple format. In addition, Access tables, when manipulated by those skilled in their usage, allow for rapid sorting of information.

Amassing evidence of the 14 Forces of Magnetism--with more than 160 sources of evidence (SOEs) in the current application manual that need to be addressed and accompanied by evidence--requires an organized system for tracking. One way to collate all the story idea submissions, evidence-based practice projects, celebrations, and so on is to store them in a place where content experts can go back and refer to them when needed. Find a convenient location and make it dedicated to the 14 Forces of Magnetism by creating 14 boxes. When the content experts receive information that relates to one of the Forces, they can just place it in the right box. The drop boxes also allow nursing staff to turn in their submissions at their convenience. However, all the evidence needs to be tracked and sorted. Options for organizing include paper and electronic databases, either intranet- or Internet-based.

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