IPN Knowledge Resources
Guide to selecting and implementing a Data Collection tool
What to look for when choosing a data collection tool?
Data collection tool is crucial for NGOs to ensure efficient, secure, and reliable data management. This checklist provides a structured approach to evaluating different tools based on essential criteria such as core functionality, usability, security, and integration capabilities. Carefully review each item, marking whether it's a requirement for your project.
How NGOs can use this checklist?
Note : Please expand the sections to see all aspects to be checked and add any additional requirements that are specific to your organization's needs
Click below to view essential checklist items:
Basic Level
Click below to view the full checklist :
Advanced
Aspects to consider
Check
Filter Level
Core Functionality
Does the tool support offline data collection?
Basic
Can it handle multiple question formats (MCQs, open-ended, ranking, etc.)?
Basic
Can the tool ensure required fields are filled and data is entered in the correct format?
Basic
Is multi-language support available?
Basic
Is the licensing model a one-time purchase, recurring subscription, or open-source?
Basic
How does the tool manage data submission and storage?
Basic
Does the tool provide comprehensive documentation and reliable user support?
Basic
Does it offer skip logic and branching for dynamic surveys?
Advanced
Does it offer case management features (e.g., tracking responses over time)?
Advanced
Is the tool scalable for large datasets and high user volumes?
Advanced
Usability & Accessibility
Is the tool compatible with both mobile and desktop platforms?
Basic
Is the tool easy to use?
Basic
What level of technical support and training does the vendor provide?
Basic
Is there a community forum or knowledge base for troubleshooting?
Advanced
Can supervisors review and approve data prior to final submission?
Advanced
Does the tool include functionality for duplicate checking?
Advanced
Security and Compliance
Does the tool allow different levels of access for different users?
Basic
What happens to our data if we stop using the tool?
Basic
Does the tool have a data backup plan?
Basic
Who owns the data collected through the tool?
Basic
What login security options does the tool provide?
Advanced
Does the tool meet data protection laws like GDPR or HIPAA?
Advanced
Does the tool provide data encryption?
Advanced
Integration
Can we download data in different formats like Excel or CSV?
Basic
Can data entry be performed via a web application?
Basic
Can the tool connect with other software through APIs?
Advanced
Can it connect with visualization tools like Power BI, Tableau, or Google Data Studio?
Advanced
Can the tool update data automatically in real-time?
Advanced
Can reports be scheduled to update automatically?
Advanced
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Click here to see a list of commonly used data collection tools for NGOs.
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