Data Collection

Data collection is a systematic process of gathering and analyzing specific information to offer
solutions to relevant questions and evaluate the results. It focuses on finding out all there is to a
particular subject matter. Data collected is further subjected to hypothesis testing which seeks to
explain a phenomenon.

For collectors of data, there is a range of outcomes for which the data is collected. But the key
purpose for which data is collected is to put a researcher in advantage position to make
predictions about future probabilities and trends.

The core forms in which data can be collected are primary and secondary data. While the former
is collected by a researcher through first-hand sources, the latter is collected by an individual
other than the user.

Types of Data Collection

Data collection in itself falls under two broad categories; Primary data collection and secondary
data collection.

Primary Data Collection

Primary data collection by definition is the gathering of raw data collected at the source. It is a
process of collecting the original data collected by a researcher for a specific research purpose.

Quantitative methods are presented in numbers and require a mathematical calculation to deduce.
An example would be the use of a questionnaire with close-ended questions to arrive at figures to
be calculated mathematically. Also, methods of correlation and regression, mean, mode and
median.

Secondary Data Collection

Secondary data collection, on the other hand, is referred to as the gathering of second-hand data
collected by an individual who is not the original user. It is the process of collecting data that
already exists, be it already published books, journals and/or online portals. In terms of ease, it is
much less expensive and easier to collect.

Your choice between Primary data collection and secondary data collection depend on the
nature, scope and area of your research as well as its aims and objectives.
Importance of Data Collection
There are a bunch of underlying reasons for collecting data, especially for a researcher. Walking
you through them, here are a few reasons;

 Integrity of The Research

A key reason for collecting data is it through quantitative or qualitative methods is to ensure that
the integrity of the research question is indeed maintained.

 Reduce the likelihood of errors

The correct use of appropriate data collection of methods reduces the likelihood of errors
consistent with the results.

 Decision Making

To minimize the risk of errors in decision making, it is important that accurate data is collected
so that the researcher doesn't make uninformed decisions.

 Save Cost and Time

Data collection saves the researcher time and funds that would otherwise be misspent without a
deeper understanding of the topic or subject matter.

 To support a need for a new idea, change and/or innovation

To prove the need for a change in the norm or the introduction of new information that will be
widely accepted, it is important to collect data as evidence to support these claims.

Data Collection Tool

Data collection tools refer to the devices/instruments used to collect data, such as a paper
questionnaire or computer-assisted interviewing system. Case Studies, Checklists, Interviews,
Observation sometimes, and Surveys or Questionnaires are all tools used to collect data.

It is important to decide the tools for data collection because research is carried out in different
ways and for different purposes. The objective behind data collection is to capture quality
evidence that allows analysis to lead to the formulation of convincing and credible answers to the
questions that have been posed.
Here are 7 top data collection methods and tools for
collecting data
The following are the top 7 data collection methods for Academic, Opinion-based or product
research. Also discussed in detail is the nature, pros and cons of each one. At the end of this
segment, you will be best informed about which method best suits your research.

INTERVIEW

An interview is a face-to-face conversation between two individuals with the sole purpose of
collecting relevant information to satisfy a research purpose. Interviews are of different types
namely; Structured, Semi-structured and unstructured with each having a slight variation
from the other.

Use this interview consent form template to let interviewee give you consent to use data gotten
from your interviews for investigative research purpose.

 Structured Interviews - Simply put, it is a verbally administered questionnaire. In terms

of depth, it is surface level and is usually completed within a short period. For speed and
efficiency, it is highly recommendable, but it lacks depth.
 Semi-structured Interviews - In this method, there are several key questions which
cover the scope of the areas to be explored. It allows a little more leeway for the
researcher to explore the subject matter.
 Unstructured Interviews - It is an in-depth interview that allows the researcher to
collect a wide range of information with a purpose. An advantage of this method is the
freedom it gives a researcher to combine structure with flexibility even though it is more
time-consuming.

Pros

 In-depth information
 Freedom of flexibility
 Accurate data.

Cons

 Time-consuming
 Expensive to collect.
What are the best Data Collection Tools for Interviews

For collecting data through interviews, here are a few tools you can use to easily collect data.

 Audio Recorder

An audio recorder is used for recording sound on disc, tape, or film. Audio information can meet
the needs of a wide range of people, as well as provide alternatives to print data collection tools.

 Digital Camera

An advantage of a digital camera is that it can be used for transmitting those images to a monitor
screen when the need arises.

QUESTIONNAIRES

This is the process of collecting data through an instrument consisting of a series of questions
and prompts to receive a response from individuals it is administered to. Questionnaires are
designed to collect data from a group.

On a questionnaire, there are three kinds of questions used. They are; fixed-alternative, scale, and
open-ended. With each of the questions tailored to the nature and scope of the research.

Pros

 Can be administered in large numbers and is cost-effective.

 It can be used to compare and contrast previous research to measure change.
 Easy to visualize and analyze.
 Questionnaires offer actionable data.
 Respondent identity is protected.
 Questionnaires can cover all areas of a topic.
 Relatively inexpensive.

Cons

 Answers may be dishonest or the respondents lose interest midway.

 Questionnaires can't produce qualitative data.
 Questions might be left unanswered.
 Respondents may have a hidden agenda.
 Not all questions can be analyzed easily.
What are the best Data Collection Tools for Questionnaire?

 Online Questionnaire

This involves using online platforms such as Form plus. Online forms helps to create powerful forms
to help you collect the information you need. The online forms questionnaire forms template to
get actionable trends and measurable responses. Conduct research, optimize knowledge of your
brand or just get to know an audience with this form template. The form template is fast, free and
fully customizable.

 Paper Questionnaire

A paper questionnaire is a data collection tool consisting of a series of questions and/or prompts
for the purpose of gathering information from respondents. Mostly designed for statistical
analysis of the responses, they can also be used as a form of data collection.

REPORTING

By definition, data reporting is the process of gathering and submitting data to be further
subjected to analysis. The key aspect of data reporting is reporting accurate data because of
inaccurate data reporting leads to uninformed decision making.

Pros

 Informed decision making.

 Easily accessible.

Cons

 Self-reported answers may be exaggerated.

 The results may be affected by bias.
 Respondents may be too shy to give out all the details.
 Inaccurate reports will lead to uninformed decisions.

What are the best Data Collection Tools for Reporting?

Reporting tools enable you to extract and present data in charts, tables, and other visualizations
so users can find useful information. You could source data for reporting from Non-
Governmental Organizations (NGO) reports, newspapers, website articles, hospital records.
  NGO Reports

Contained in NGO reports is an in-depth and comprehensive report on the activities carried out
by the NGO, covering areas such as business and human rights. The information contained in
these reports are research-specific and forms an acceptable academic base towards collecting
data. NGOs often focus on development projects which are organized to promote particular
causes.

 Newspapers

Newspaper data are relatively easy to collect and are sometimes the only continuously available
source of event data. Even though there is a problem of bias in newspaper data, it is still a valid
tool in collecting data for Reporting.

 Website Articles

Gathering and using data contained in website articles is also another tool for data collection.
Collecting data from web articles is a quicker and less expensive data collection Two major
disadvantages of using this data reporting method are biases inherent in the data collection
process and possible security/confidentiality concerns.

 Hospital Care records

Health care involves a diverse set of public and private data collection systems, including health
surveys, administrative enrollment and billing records, and medical records, used by various
entities, including hospitals, CHCs, physicians, and health plans. The data provided is clear,
unbiased and accurate, but must be obtained under the legal means as medical data is kept with
the strictest regulations.

EXISTING DATA

This is the introduction of new investigative questions in addition to/other than the ones
originally used when the data was initially gathered. It involves adding measurement to a study
or research. An example would be sourcing data from an archive.

Pros

 Accuracy is very high.

 Easily accessible information.

Cons

 Problems with evaluation.

 Difficulty in understanding.

What are the Best Data Collection Tools for Existing Data?
The concept of Existing data means that data is collected from existing sources to investigate
research questions other than those for which the data were originally gathered. Tools to collect
existing data include:

 Research Journals - Unlike newspapers and magazines, research journals are intended
for an academic or technical audience, not general readers. A journal is a scholarly
publication containing articles written by researchers, professors, and other experts.
 Surveys - A survey is a data collection tool for gathering information from a sample
population, with the intention of generalizing the results to a larger population. Surveys
have a variety of purposes and can be carried out in many ways depending on the
objectives to be achieved.

OBSERVATION

This is a data collection method by which information on a phenomenon is gathered through

observation. The nature of the observation could be accomplished either as a complete observer,
an observer as a participant, a participant as an observer or as a complete participant. This
method is a key base of formulating a hypothesis.

Pros

 Easy to administer.
 There subsists a greater accuracy with results.
 It is a universally accepted practice.
 It diffuses the situation of an unwillingness of respondents to administer a report.
 It is appropriate for certain situations.

Cons

 Some phenomena aren’t open to observation.

 It cannot be relied upon.
 Bias may arise.
 It is expensive to administer.
 Its validity cannot be predicted accurately.

What are the best Data Collection Tools for Observation?

Observation involves the active acquisition of information from a primary source. Observation
can also involve the perception and recording of data via the use of scientific instruments. The
best tools for Observation are:

 Checklists - state specific criteria, allow users to gather information and make judgments
about what they should know in relation to the outcomes. They offer systematic ways of
collecting data about specific behaviors, knowledge, and skills.
 Direct observation - This is an observational study method of collecting evaluative
information. The evaluator watches the subject in his or her usual environment without
altering that environment.