Data Collection Capabilities
Somerset Data Collection Options and
Methodologies
Somerset Consulting Group has maintained a position on the
cutting edge of using technology for data collection and feedback for 15 years. We
virtually pioneered the use of the PC as a data collection tool and now implement a wide
range of data collection methodologies using high tech tools. Some of these described here
include
- Online Administration using the World Wide Web
- Email
- Interactive Windows based data collection disks
- Optical scanning
- Telephony (Touch tone phone data entry)
We can implement these technologies individually (one data
collection method per survey), or most often we implement two or more of these to maximize
our ability to reach diverse populations.
Online Administration Using Our Web Server
Somerset now has an Internet Service Provider (ISP) as one
of our Associates and we have full access to develop and implement data collection over
the World Wide Web. Advantages to using this methodology include:
- Fast setup - Once the form is finalized we
can have the HTML code generated and mounted on the server in about 48 hours, ready to
collect data.
- Instantaneous access to data entered into the
system - We can get a snapshot of how the data is progressing at any time during
data collection.
- Very cost effective - Virtually pennies a
head as there are no "hard" costs such as paper, disks, scan sheets, or postage
associated with this methodology.
- Unlimited data collection capability using our
dedicated server - We could literally handle tens of thousands of records per
week and the overhead remains the same. No staff needs to be maintained to enter and
validate the data.
- The Web knows no boundaries - We can
collect data anywhere in the world as easily as if our client was down the street.
Some of the features and options we can take advantage of
using this methodology include:
- Pass word protected entry - Protect the
form from unauthorized entry from people just browsing
- Log the date, time, and source of each response
- We can check this to track the date, time, and source of each response to the database.
We recommend this so we can tell if someone posts the same data repeatedly in an attempt
to skew the results.
- Send the user to another WWW page after the form is
filled out - This can be utilized to tell the user when or how the data might be
presented to or interested users can interact with the current change management process.
- Return a Thank You message - after the
program successfully adds the data to the database. A nice touch.
EMail
Our survey email system allows us to send out emails and
collect incoming data from respondents using cc:Mail, Lotus Notes, MS Exchange, or MS
Mail. Advantages to using this methodology include:
- Fast setup - Once the form is finalized
and a distribution list has been generated we can deliver surveys anywhere in the world
within hours.
- Instantaneous access to data entered into the system - We
can get a snapshot of how the data is progressing at any time during data collection.
- Very cost effective - Virtually pennies a
head as there are no "hard" costs such as paper, disks, scan sheets, or postage
associated with this methodology.
- Unlimited data collection capability using our
dedicated server - We could literally handle tens of thousands of records per
week and the overhead remains the same. No staff needs to be maintained to enter and
validate the data.
- Email knows no boundaries - We can collect
data anywhere in the world as easily as if our client was down the street.
Some of the features and options we can take advantage of
using this methodology include:
- Send replies to acknowledge receipts -
This lets the respondents know that their data reached us and was processed. This is a
nice feature since as we all know emails are not 100% deliverable 100% of the time. This
will help prevent our users from wondering if their mail message arrived safely, and
whether they should resend it.
- Send rejection notices - We can
automatically send an email notice that it could not process a user's form. This usually
occurs if the same user sent a survey twice in a row by mistake, or if the user is not
allowed to send a response, or if the conditions we set for accepting a message were not
met.
- Log file - We can keep a log file of all
email/database transactions. This can be useful to look at where data is coming from, or
where it isn't.
- Hide usernames - Using this option
usernames will not be displayed when collecting the email. This is particularly useful to
ensure confidentiality in surveys, even to the survey administrator.
- Accept only one response per email address
- This allows us the restriction that each email address can only send in one form. This
makes it harder for users to slant the data by sending in multiple copies of their form.
- Allow or accept submissions from specific users or
domains - If our survey file might be accessible to the public, but you do not
want a public survey, it is a good idea to limit the users that may respond to the survey.
We normally would only allow specific users who were sent a form to respond to a survey,
and reject all other submissions.
Data Collection Disks
Somerset group has been using the PC for it's data
collection for over 10 years. Our OPEN software system was first introduced in 1986 and
utilized a DOS based data collection disk to collect data from our instruments. We have
continued to develop this technology now offering fully interactive Windows compatible
data collection disks. Advantages to using this methodology include:
- Relatively fast setup - Once the survey
form is finalized we can usually customize the original and duplicate disks in about a
week.
- 100% data accuracy - Using the data
collection disks eliminates the mistakes of scanning technologies or data entry.
- Cost effective - Still cheaper than paper
forms, disk duplication costs about 60 cents (USD) per disk
- It's fun - Return rates have been
historically higher than paper because people just like to use this technology. Our data
suggests 80% of respondents favor this method over paper forms when given a choice.
- Greatest feeling of confidentiality - Uses
tell us they feel very safe using these disks. No handwriting to worry about like when
using paper forms and no email or IP addresses are compromised like using email or WWW
administration. Users respond honestly because there is simply no method for identifying
individuals.
Some of the features and options we can take advantage of
using this methodology include:
- Fully customizable - From user prompts to
scales to company logos, all facets of our data collection disks are fully customizable
- Our disks can handle virtually any format or survey
scaling or prompts including sound and picture cues.
- These collection disks can collect quantitative as
well as qualitative (open ended write in responses) data.
- Single of multi-person collection - Disks
can be set up to collect as few as 1 person or as many as 500 people on a single disk.
Scanable Sheets
The old standby for line workers who may not have access
to computer technology we have scanable sheets available. We have found very few large
population studies where we still don't utilize the good old paper and pencil.
Telephony
Becoming increasingly popular as a method of data
collection is the touch tone phone. While unwieldy for large surveys, the touch tone phone
is a convenient choice for 10-15 item "dashboard" type surveys.
Back to
Top |
