📘Document Analysis is a qualitative data collection method that involves reviewing and interpreting written, visual, or digital materials to gain understanding, meaning, and insights into the research phenomenon. Documents may be official (such as policy documents, reports, minutes of meetings, letters, student records) or personal/unofficial (such as emails, blogs, diaries, or social media posts).

Its purposes include:

• Providing supporting evidence for interview or observation data;

• Identifying recurring themes, patterns, and issues within a context;

• Examining how a phenomenon is represented or recorded in documents.

The process involves:

1. Identifying relevant documents;

2. Assessing authenticity and credibility;

3. Conducting in-depth reading and thematic coding;

4. Interpreting meanings and relationships among data.

Example: In a study on school management, researchers might analyze teachers’ meeting minutes or school circulars to understand decision-making processes and organizational culture.

📘 Examples of Documents in Qualitative Research

Documents in qualitative research help researchers understand organizational context, policies, and personal perspectives. They can be classified into two main categories:

1. Official Documents

Produced by institutions, organizations, or government bodies with formal value or administrative purposes.
Examples:

• Annual reports

• Education policies or strategic plans

• Circulars, memos, or official letters

• Meeting minutes or reports

• Student records or attendance logs

• Audit or performance reports

• Human resource files

• Institutional handbooks

2. Personal or Informal Documents

Reflect personal or group experiences, opinions, or reflections.
Examples:

• Personal diaries or journals

• Letters or emails

• Researcher’s field notes or reflections

• Blogs, websites, or social media posts

• Newspaper articles or editorials

• Brochures, flyers, and posters

• Digital messages (WhatsApp, Telegram, etc.)

💡 Contextual Examples

• School culture study: analysing teachers’ meeting minutes, student handbooks, and school websites.

• Industrial training study: analysing trainee logbooks, supervisor reports, and communication emails.

• Policy research: reviewing ministry policy papers and implementation reports.

🔍 How to Analyse Documents in Qualitative Research

Document analysis involves interpreting meanings and patterns in written, visual, or digital materials. The process generally includes:

1. Selecting Documents

   • Choose relevant and authentic materials aligned with research objectives.

   • Classify as official (policies, reports) or unofficial (blogs, emails).

2. Initial Reading (Skimming)

   • Read broadly to grasp overall context and tone.

   • Note important terms or recurring issues.

3. Deep Reading and Coding

   • Re-read and highlight keywords, ideas, or issues.

   • Assign codes (labels) to segments of text — e.g., leadership, student engagement, discipline.

   • Coding can be manual or digital using NVivo/ATLAS.ti.

4. Theme Development

   • Group related codes into main themes and subthemes.

   • Identify recurring patterns or relationships.

5. Interpretation

   • Link themes to research questions and theoretical frameworks.

   • Analyse why and how things are presented, not just what is written.

   • Detect underlying values, ideologies, or assumptions.

6. Triangulation

   • Compare findings with interviews or observations to ensure credibility.

📘 Example: Analysing school circulars, teacher reports, and student newsletters can reveal the implicit values and leadership culture of a school.