Tools and methods of data

collection
By – Bhoopendra Singh Yadav
Data:-

•Data are a piece of information or facts collected

in research study.
•Data are observable and measurable facts that
provide information about the phenomenon
under study.
Data collection procedure:-

• Data collection process aim at identification of data. there are

five important questions to ask.
• What data is to be collected ?
• How will the data be collected?
• Who will collect data ?
• From where the data will be collected ?
• When the data is to be collected ?
Data Sources

• Sources of data are categorized into two broad categories.

They are :
• Primary sources
• They provide the first hand information that is
collected by the researcher directly from the respondents or
the situations which may be collected through interviews,
questioning, observation, biochemical measurement and
psychosocial measurement scale etc.
• Secondary sources
• Secondary data are collected from either internal or external secondary
sources. External sources involve existing materials, such as published
or unpublished records. Published records may include the journals,
magazines, newspapers, government reports, statistical abstracts,
census reports, constituents of mass communication and commission
reports. Unpublished records may includes official records, patient
records, thesis, dissertation and reports.in addition, internal secondary
sources also known as private documents- may include the
biographies, personal diaries, letters, memories, etc.
 primary source secondary source

internal source external sources (public document)

(private published records unpublished records

document)

 People  Biographies  journals  unpublished theses

 Objects  Diaries  magazines  unpublished dissertations

 Programmes  Letters  newspaper  officials

(it is collected through interviews,  memories  govt.reports  patient records.

questions, observation, biochemical  statistical abstract

measurement, and psychosocial  census report

measurement scale)  mass communication

 commission report
Methods And Tools Of Data Collection

• methods of data collection

• The various steps or strategies used for gathering and analyzing data
in a research investigation are known as methods of data collection.
• Techniques of data collection:-
• The means of gathering data with the use of specific tools that are
used in given methods are known as techniques of data collection.
• Instruments/ tools of data collection:- A research instrument/ tools is
a device used to measure the concept of interest in a research project
that a researcher uses to collect data.
 A brief classification of different types of methods and tools of data collection
types and techniques tools of data collection

•
Interview :- Interview schedhule

 Opinionnaire

Questionnaire  questionnaire

 opinionnaire

 attitude scale/likert scale/ semantic

 visual analogue scale

Observation  rating scale

 check list

 anecdotes

 video tapes/ films

 closed circuit TV

biophysical method  in vivo biophysical measures

 in vitro biophysiological measures

other methods  projective technique

 Q-sorts
Selection Of Methods Of Data Collection

• Complete and appropriate answer of a research question largely

depends on the selection of appropriate method of data collection.
However, selection of appropriate method of data collection is
influenced by several factors as discussed below.
• The nature of phenomenon under study:-
• Each research phenomenon has its particular characteristics and
therefore, needs different approaches and method of data collection
eg:- some of the phenomenon only can be studied through observation
such as clinical practices and some can be assessed through
questioning such as knowledge of staff nurse.
• Type of research subjects:-
• Ex:- data collection from physically or psychologically disabled
subjects can be done either by interview or through observation where
questionnaire is not feasible.
• The type of research study:-
• Quantitative and qualitative study need different method of data
collection. For ex:- in qualitative research in-depth information is
required and in quantitative more structured interview required.
• The purpose of research study:-
• In-depth study, explorative study etc.
• Size of the study sample:-
• Small sample interview method is suitable whereas large group
questionnaire is best.
• Distribution of the target population:-
• Widespread population, mailed questionnaire can be better.
• Time frame of the study
• Literacy level of the subjects:-
• For illiterates interview method is good and in native language.
• Availability of resources and manpower:-
• Some method require more man power to conduct study such as
interview.
• Researcher’s knowledge level and competence
INTERVIEW

• Definition:-
• A method of data collection in which one person (interviewer) asks
the questions from another person (respondent) which is conducted
either face to face or telephonically.
• Or
• An interview is a conversation between two or more people
(interviewer and interviewee) where questions are asked by
interviewer to obtain information from the interviewee
Characteristics of Interview

• The interviewer and the respondent are strangers.

• The relationship between the participants is a transitory one.
• Interview is a mode of obtaining verbal answers to questions.
• Interview is a conversation with a specific purpose.
• Interview is not a standardized process; it can be modified according
to situation.
Benefits of Interview

• Provide in depth and detailed information

• Collect data from illiterate subjects
• Permits greater depth of response
• Clarify misunderstandings
• Ask questions at several levels
• Helps to gather other supplementary information.
• Allow observation of verbal and non verbal behavior.
• Accuracy can be checked
• Flexible and adaptable
• Use of special devices
Disadvantage:-

• Time consuming and expensive

• It may require hiring
• Subject may become social oriented, self conscious, omit responses
when faced with interview.
Types of Interviews

• It is divided into four categories.

• 1. Structured Interview (Directive Interview)
• It is a means of data collection in which the interviewer
has an interview schedule in which the questions are listed in the
order in which they are to be answered. These interview are also
known as standardized interviews. Same questions are put to all the
respondents and in the same order. Interviewer are not permitted to
change the specific wording of the interview schedule questions.
• Merits :-
• Data from one interview to the next one are easily comparable.
• Recording and coding data does not pose any problem.
• Attention is not diverted to irrelevant and time consuming
conversation.
• Demerits :-
• It tends to lose the spontaneity of natural conversation.
• The scope of exploration of information of data is limited.
• Unstructured Interview (Non Directive Interview)
• It is also known as non standardized interviews. Sometimes reffered
to as indepth or depth interview. It is a method where in the
questions can be changed to meet the respondent’s intelligence,
understanding and beliefs. In this no preplanned schedule is used.
• The interviewer goes into the interview with the aim of discussing a
limited number of topics sometimes as few as one or two and frame
the questions on the basis of the interviewee previous response.
Interviewer encourage the respondents to talk freely about the topic.
• Merits :-
• It is less prone to interviewer’s bias.
• It provides greater opportunity to explore the problem in an unrestricted manner.
• It is useful for gathering information on sensitive topics like divorce, social
discrimination, drug addiction etc.
• Demerits :-
• The data obtained from one interview is not comparable to the data from the
next.
• Time may be wasted in unproductive conversation.
• There is no order or sequence in this interview.
• This requires more skills on the part of the researcher.
• Semi – Structured Interview
• Involve a series of open ended questions based on the topic areas of
researcher want to cover. The open nature of the questions defines
the topic under investigation but provides opportunities for both the
interviewer and the interviewee to discuss some topic in more detail.
If the interviewee has difficult answering a question or provides only
a brief response, the interviewee can use cues or prompt to
encourage the interviewee to consider the question further.
• Most of the qualitative approach interviews are semistructured or
unstructured. It should be fairly informal. Interviewee should feel
though they are participating in a conversation or discussion.
• Focused Group Interview
• It is an unstructured group interview technique where 8 – 12
members are brought together under the guidance of a trained
interviewer to focus on a specific phenomenon. Duration of the
interview is 1.5 – 2 hours. All information including facial expressions
and body language is recorded.
• Focus group can be useful to obtain certain types of information or
when circumstances would make it difficult to collect information
using other methods of data collection.
Characteristics of focus group:-

• The recommended size of a group is of 6-10 people. Smaller than this limit
there is no potential on the amount of collective information. More than
this make it difficult for everyone to participate and interact.
• All the information is including facial expression and body language is
recorded.
• It has a moderator to lead the discussion.
• It permits the interviewer to obtain details of personal reactions to an
experience.
• It is free from inflexibility of formal methods.
• There is plenty of opportunity for respondents to present their views.
• The interviewer can freely choose the order of questions and ensure the
extent of asking the questions.
• Merits
• Wide range of information is collected.
• It stimulates new ideas and creative concepts
• It increases excitement in a group
• It involves many participants at one time.
• One persons response may trigger a response from another person,
leading to indepth discussion on the topic.
• Demerits
• There are chances of client and researcher bias.
• Focus group interview is not a representative of general population.
• It is difficult to moderate.
• Interviewing Process
• Preparation For Interview
• It includes.
• Fix up appointment.
• Appearance and dress.
• Familiarity with interview schedule.
• Pre – Interview Introduction
• Researcher must introduce himself
• Identify the respondent by name.
• Choose a setting with as little distraction as possible.
• Explain the purpose of the interview
• Explain the format of the interview.
• Indicate how long the interview usually takes.
• Ask them if they have any questions
• Developing rapport:- After introduction the researcher starts developing
rapport with the respondents in order to build confidence of respondents.
Carrying The Interview Forward

• Start the interview

• Ask only one question at a time.
• Repeat a question if necessary
• Try to make sure that the subject understands the questions.
• Listen carefully to the subjects answer.
• Observe the subject’s facial expression, gestures and tone of voice.
• Allow the subject sufficient time to answer the questions.
• Do not show sign of surprise, shock or anger.
• Maintain a neutral attitude with respect to controversial issue during the interview.
• Take a note of answers that seem to be vague or ambiguous.
• Ask additional questions to follow up clues or to obtain additional information.
• Do not hurry the interview. If silence is too prolonged, introduce a stimulus.
• Recording The Interview through note taking, tape recording, close circuit TV (cctv) recording helps to
concentrate the interview with distracting by writing it, it provide cues that were missed first time.
• Recording The Interview through note taking, tape recording, close
circuit TV (cctv) recording helps to concentrate the interview with
distracting by writing it, it provide cues that were missed first time.

• Closing The Interview

• After the interview, allow the participant to leave after
thanking him/ her with a friendly smile and saying goodbye.
•
• 2. QUESTIONNAIRE (self administered questionnaire)
• Questionnaire is a planned self-reported form designed to elict
information through written or verbal responses of the subjects.
•
•
• Definitions:-
• Questionnaire are a set of prepared printed questions which used to
collect information (data).
• A questionnaire is a structured self report paper and pencil
instrument that a research subject is asked to complete.
• The instrument is called a questionnaire or sometimes a self
administered questionnaire (SAQ), when respondents complete the
instrument themselves, usually in a paper and pencil format but
ocassionally directly onto a computer.
• Types Of Questions
• Open format questions
• Open ended questions are used when researcher want the subject to
respond in their own words. They are those questions which provide
opportunity to the respondents to express their opinions and answers
in their own way.
• An ideal open ended questions towards the end of all questions ask
respondents about the suggestions for changes or improvement.
• Eg : state your opinion about the quality of health care services in
Bhopal ?
Closed format questions

• These questions offer respondents a number of alternative replies,

from which the subjects must choose the one that most likely
matches the appropriate answer.
• Advantage:-
• They facilitate easy statistical calculation of data.
• Provide easy analysis
•
• Subtypes:-
• Closed format questions are divided into 10.
• They are:-
• Dichotomous question
• Multiple choice question
• Cafeteria question
• Rank order question
• Contingency question
• Rating question
• Important questions
• Likert question
• Bipolar question
• Matrix question
• Dichotomous questions :-
• These require the respondents to make a choice between two
responses such as yes/ no or female / male. Eg : have you ever been
hospitalized ? yes/ no
• Multiple choice questions :-
• These questions require respondents to make a choice between more
than two responses.
• Eg : which of the following disease is sexually transmitted ?
• DM b. hypothyroidism c. syphilis d. hypertension
• Cafeteria questions :
• These are special type of multiple choice questions that ask
respondents to select a response that most closely corresponds to
their views.
• Eg : what do you think about hormone replacement therapy ?
• It is dangerous, should be avoided
• One should be caution while using
• I am uncertain about my views
• It is beneficial, should be promoted.
• Rank order questions :
• These questions ask respondents to rank their responses from more
favorite to least favorite.
• Eg:- what according to you is most important for your life.
• Money b. family c. education d. health.
• Contingency questions :
• A question that is asked further only if the respondents gives a particular
response to previous question?
• Ex:- are you stressed?
• No b. yes, if yes what are the reasons?..................
•Rating questions :
The questions ask respondents to judge something along an ordered dimension. Respondent is asked to rate a particular issue on a scale that ranges from poor to good. They may
provide a number of choices.
Ex:- how you rank the education quality in India?

1 2 3 4

good fair poor very poor

• Importance questions :-
• In this, respondents are asked to rate the importance of a particular
issue, on a rating scale of 1 – 5. This helps to know that the things/
issues that are important to a respondent.
• Ex:- exercising every day is ………………… for the health
1 2 3 4 5

extremely important very important somewhat important not very important not at all important
• Likert question:-
• Likert questions helps to knew how strongly the respondent agrees
with a particular statement.
• Eg:- this community a good place to raise children?
1 2 3 4 5

strongly agree agree not decided disagree strongly disagree

• Bipolar questions:-
• Bipolar questions are questions that have two extreme answers,
respondents has to mark his or her response between two opposite
ends of the scale.
• Ex:- what is your balance of reference here?
• I like going for walk [ ] [ ] [ ] [ ] [ ] [ ] [ ] [ ] [ ] [ ] [ ] I like watching movie
• Matrix questions:-
• Matrix questions include multiple questions and identical response
category are assigned . questions are placed one under another
forming a matrix. Response categories are placed along the top and a
list of questions down the side.
• Ex:- please let us know your weekly schedule of the following:-
mon tue wed thu fri sat sun

gym

aerobic

eating

drink