Spreadsheets Everywhere

In October last year (long before the vaccines came along), there was an amusing-if-it-weren’t-so-serious incident where the UK’s COVID contact tracing system “lost” 16,000 cases. The risk this created was high, writes Tim Harford:

“These were 16,000 people who should have been warned they were infected and a danger to others, 16,000 cases contact tracers should have been running down to figure out where the infected went, who they met and who else might be at risk. None of which was happening.”

 

How had that happened? Because of a limitation in MS Excel: the older “xls” format supported only 64,000 rows. Enter any more and they wouldn’t get saved:

“This meant that during some automated process, cases had vanished off the bottom of the spreadsheet, and nobody had noticed.”

 

Digital spreadsheets have replaced the original paper spreadsheet, those “big sheets of paper spread across two pages of an accounting ledger”. It started with VisiCalc, then Lotus 1-2-3 until MS Excel took over. Suddenly:

“Any idiot could use it (spreadsheet). And goodness, we did.”

Spreadsheets are used for reasons totally unrelated to accounting. But since Excel had been designed for accounting, other errors can creep in when used for those other purposes. Like:

“Type an international phone number into Excel, for example, and the program strips off the leading zeroes, which are redundant in a mathematical integer but not in a phone number. If instead you type in a twenty digit serial number, Excel will decide those 20 digits are a huge quantity and round them off, turning the last few digits into zeroes.”

Or take genes with names like “Membrane Associated Ring-CH-Type Finger 1”, or March1 for short. Enter the shortened name into Excel, and it will convert it into a date! In all of the above cases, the data just got corrupted, without anyone noticing. All because a tool designed for accounting is now used for anything and everything.

 

Unfortunately, spreadsheets are not going away and solutions like what the geneticists came up with (rename the genes) aren’t possible in all cases. It’s simply not practical to have checks on data entry everywhere, nor are people ever going to double-check everything they enter. All of which is probably why Harford’s excellent article is titled, “The Tyranny of Spreadsheets”.

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