Contact

GlossaryPublic records, privacy, and data quality

Not applicable

Not applicable means a field does not fit the event or measure. Learn how N/A differs from zero, unknown, not recorded, and not reported.

Not applicable means a field or measure does not apply to the situation being described. It is often abbreviated N/A. The label should be distinguished from zero, unknown, and information that was expected but not recorded. Its precise use depends on the source's field definitions and coding rules.

Why the distinction matters

A form can contain fields that apply only to certain events. Leaving an inapplicable field empty may be appropriate, while leaving an expected field empty may indicate missing information. A readable dataset preserves that difference instead of making every blank mean the same thing.

For a documented example, the National EMS Information System's version 3.4.0 dictionary distinguishes “Not Applicable,” “Not Recorded,” and “Not Reporting.” It also explains that fields differ in which values they accept. This historical dictionary illustrates the distinction; current submissions must follow their applicable version and field rules. NEMSIS version 3.4.0 overview.

Example

Hypothetical: A locally defined table includes a field called “arrival time at receiving hospital after agency transport.” One event involved no transport by that agency, so the field does not apply. Another event involved transport, but the hospital-arrival time was not entered.

The first record has no applicable value under the stated definition. The second has missing information. Treating both as zero minutes would create a timing value that neither record supports. This example explains the concept, not a universal instruction for coding an EMS field.

Common confusion

Zero means a measured or counted amount of none. Not applicable means the measure does not fit. Unknown means the measure may fit but its value is not known. Not recorded usually indicates that an expected value was not entered, while not reported may describe a source that does not supply the field.

An abbreviation alone may be ambiguous. Some publishers use N/A for “not available” rather than “not applicable.” Read the legend or data dictionary before assigning a meaning.

Using the value in a calculation

Define which records are eligible before calculating completeness or an average. A field that legitimately does not apply should not automatically count as a missing required observation. Conversely, labeling an unknown value as not applicable can hide a real completeness problem.

A useful table keeps the reasons separate and reports how many records fall into each group. That lets readers understand the denominator and avoids giving a misleading impression of either complete reporting or unusually low values.

Sources