Using a digital data collection tool can streamline data collection by reducing the labor required, simplifying the capture of multi-media (text and images), reducing data entry errors, and saving substantial time on the back end transcribing the collected data. However, digital data collection tools pose their own challenges especially when used in the field in low connectivity conditions. Organizations should carefully consider their options before making a selection. This note captures a few available no-cost and low-cost options for digital data collection tools, however options are changing all the time so research available options before making a selection. For a review of options in the education sector, see the report [Technologies for Data Collection, Processing and Communication in Education in Emergencies](https://dec.usaid.gov/dec/content/Detail_Presto.aspx?ctID=ODVhZjk4NWQtM2YyMi00YjRmLTkxNjktZTcxMjM2NDBmY2Uy&rID=NTk0NDY5&utm_medium=email&utm_source=govdelivery&vID=47). | Tool | Description | Pros & Cons | | ------------------------------------------------------------------------------------------------- | ---------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------- | ---------------------------------------------------------------------------------------------------------------------------------------------------------------------------------- | | [Google Docs](https://www.google.com/docs/about/) | Easy to collect narrative information. Use tables, dropdowns and checkboxes to create limited structure. Combine with Google Apps Script to automate extraction and transfer of data. | + Easy-to-use and quick to set up; best for longer narratives. <br>- Best for use informally or with trusted partners; not suitable for lots of quantitative data. | | [Google Sheets](https://www.google.com/sheets/about/) | Familiar tool for structured data collection. Best for quantitative and brief narrative data. Extend with Google Apps Script for custom UI elements. | + Familiar tool for quantitative data; supports batch upload via template. <br>- Can quickly become difficult to navigate; bad for qualitative data. | | [Google Forms](https://www.google.com/forms/about/) | A simple and intuitive survey tool integrated within Google Workspace. | + Easy-to-use and quick to set up; data connects directly to Google Sheets. <br>- Features are limited for all but the most basic surveys and data collection tasks. | | [Kobo Toolbox](https://www.kobotoolbox.org/) | A full-feature survey tool built specifically for humanitarian organizations. [Now includes native support](https://nafundi.com/blog/posts/serverless-odk-deployments-with-google-apps/) for Google Drive and Google Sheets. | + Lots of question types; supports more complex surveys. <br>- Data must be manually downloaded or connected to a Google Sheet via the API. Cloud storage not permitted by Agency. | | [Survey123](https://survey123.arcgis.com/) | A full-feature survey tool with geospatial data capture support integrated with ArcGIS software. | + Designed for mobile collection of geospatial data; integrates well with other ArcGIS applications like Dashboards. <br>- Less easy to integrate with Google Sheets. | | [Fillable PDF](https://www.adobe.com/acrobat/how-to/create-fillable-pdf-forms-creator.html) | The Agency's preferred form option. | + Preferred by the Agency; good for record-keeping. <br>- Limited functionality; requires duplication of form for each data provider. | | [Google Apps Script](https://developers.google.com/apps-script) | Allows for extension of Google Sheets (e.g., custom UI) and deployment of stand-alone web applications. | + Very customizable; full-featured; powerful. <br>- Requires specialized expertise to set up and manage. Does not support offline data collection. | | [Google AppSheet](https://about.appsheet.com/home/) | No-code app builder from Google. | + Easier to learn than code-based solutions. Highly flexible. <br>- Requires training to set up and maintain. | | [Esri Web Application](https://www.esri.com/en-us/arcgis/products/arcgis-web-appbuilder/overview) | No-code app builder from Esri. See this [example](https://drive.google.com/file/d/1PFEyBju_mJD8OkDSqHGxxN-sQAsqofQi/view). | + Customizable no-code framework for web app development. <br>- Requires specialized expertise to set up and manage. | | [MAX Survey](https://portal.max.gov/home/sa/userHome) | Powerful survey platform that allows token-based access control (enables tracking of responses and personalized follow up emails). | + Full-featured and themable. <br>- Requires manual download of data; poor survey development experience. | ## Evaluating options The right solution may in fact be a combination of multiple software–-when considered together, the suite of software representing the right solution must include these components: 1. **Development Environment:** how will you build the data collection templates or forms? Is it easy to use and commonly understood or does it require special expertise? 2. **User Interface:** how will the intended users interact with the form or template? Does it require a license or is it freely available? How user-friendly is the interface? 3. **Data Store:** where will data be stored? Is the data store reliable, internally consistent, and accessible to those who need it? 4. **Dashboard/Visualization:** how will data be aggregated, visualized, and otherwise made useful to those who need it? ### Evaluation Criteria What constitutes a good software solution? We suggest the following are the most important criteria for evaluating potential solutions: - **Is it accessible ?** The solution should be accessible to the organization and data collection partners based on cost relative to funding available and considering any IT restrictions. - **Does it support the necessary features?** The right solution will have all of the features required while limiting unnecessary bloat. See _Recommended Features_ below. - **Is it easy to set up and adapt?** Frequent changes to reporting requirements necessitate a solution that can be set up and adapted easily. - **How well does it integrate with existing workflows?** The solution should integrate with existing workflows, including data collection, quality assurance and clearance, rather than require new workflows to the extent possible. - **Is it compatible with existing partner data collection methods?** Ideally, the selected data collection method would work well with existing systems and avoid any duplication of efforts for users (both within and without the organization). Further, it must be within the bounds of what can be reasonably required of users. - **Consistent with the long-term vision for the organization?** Will this solution be “one more tool” for staff and partners to learn or is it worth investing in because it can be reused for multiple purposes? ### Recommended Features Software with these recommended features will provide a better user experience, increase flexibility, ensure data quality, and reduce data risk. While the preferred solution may not include all of these features, the more features available–all other things being equal–the better. #### Usability - **Conditional flow:** can questions be skipped (or added) based on previous responses? - **Cascading dropdowns:** can options within one select dropdown be informed by the selection from another (e.g., only show municipalities within the department selected)? - **Repeatable question groups:** can respondents repeat a section multiple times? - **Editing**: can the user edit (update/delete) previous entries? - **In-form validation (client-side):** does the form validate user responses before submission? - **Post-submission validation (server-side):** does the form validate user responses after submission (allows for more complex validation logic)? - **Maps**: while not necessary for all applications, a tool with geographic data support might be preferred to one without. #### Data formats accepted - **Supports unstructured data:** can both qualitative and quantitative data be entered? - **File upload**: allows users to upload files (e.g., supporting documentation)? - **Batch upload**: allows users to batch upload data rather than input one-by-one? #### Data risk - **Access control**: can restrict access or require login? - **Partitioning**: data are only available to stakeholders who should see it? - **Secure storage:** data are stored securely with no risk of disclosing PII or SBU? #### Accessibility - **Language support**: questions can be asked in English and local languages? - **ADA**: Application is accessible to all in accordance with accessibility policy? A review of each digital data collection option relative to these features is available [here](https://docs.google.com/spreadsheets/d/1rKYg5O653ntaLKT6eXrpN2j8Bcwh5toBN4PSns3NqKg/edit#gid=0).