Aim

The choice of an efficient method for data entry.  Taking into consideration the types of data, risk of data entry errors and the necessary time investment for both the creation of the entry screen, as well as importing data. This guideline only applies to quantitative research, and not qualitative research, where other types of programmes are used, such as Atlas.ti.

Description

In most instances research data will need to be entered before the data can be analysed. There are various methods of data import at the EMGO, with associated computer programmes, available for this task:

Programmes for creating internet questionnaires:

• Netquestionnaires;
• Examine.

Scanning questionnaires:

• This is outsourced. This is generally undertaken by the Scanserv and there are, of course, costs associated with it.

Programmes for manually entering research data:

• Blaise (Blaise is also used for recording face-to-face and telephone interviews);
• SPSS data editor (for just a limited number of variables).

Where possible, preference should be given to a data collection method not involving the storage of any paper questionnaires (i.e. internet questionnaires or scanning) to save on archive space. Please refer to the paperless office and archiving guideline for more information.

We advise to outsource the creation of web-based questionnaires or input systems for manual data input to the EMGO Institute Data Management department (please refer to the information analysis guideline for more information about outsourcing).

Manual input is usually selected if questionnaires contain a significant number of open questions; or if the data needs to be processed during input or relationships with other databases need to be established during input, for instance, a link to a database containing all of the medicines.
Scanned forms are normally used for research including large numbers of respondents with questionnaires that almost exclusively contain closed questions. A web-based questionnaire is only suitable if large numbers of respondents make use of the internet.

Each input screen being created needs to be in line with the specifications in the code book. As many controls will be added to the input screen as possible, to prevent non-admissible values and inconsistencies. Variables that do not need to be entered, because they are based on scores from previously entered variables, will be automatically skipped using “skip and fill” rules. So-called “not applicable" codes will be added to these as well.

During the information analysis there will be an extensive evaluation to select the most efficient input method and associated programme. Please contact the Data Management department for more information and advice about the best choice for entering your data.

Introductory Meeting Data Management part 1. This document explains in detail the criteria to be employed when deciding to use a particular system, and the criteria on which you decide to do this yourself or to outsource the process. The principles of a good input screen are also explained in this document.

V2.1: 1 Jan 2010: English translation.
V2.0: 27 May  2009: Updated based on current standards and processes.
V1.1: 19 Oct 2006: Update.

1. Has the most efficient method been selected, given the research population and nature of the data?
2. Has a standard EMGO programme been used for the data input? If not, why not?
3. Have efficient input screens been used for the data input? That is, have the data been stored in the underlying database in line with the specifications in the code book?