How data is captured

A number of factors affect how data is captured.

The nature and type of the information to be collected will determine the way it is collected, for example: 

• Names, addresses, and post codes are text
• Height and weight are numbers

Collecting data or information for use in computer systems can be carried out:

• Manually using paper-based
• Automatically using online forms
• Using automated data capture systems with sensors such as temperature sensors or bar code readers

Data has to be collected in a suitable format so that it can be easily entered into a computer and then processed to provide the information required.

Online forms are used to enter data directly into computer systems, often over the internet using websites.

This method of data capture is useful for collecting the details of new customers or prospective clients by, for example an estate agent or leisure centre.

Data capture forms are pre-printed forms with questions and spaces for the answers, such as questionnaires. Online forms are similar.

Paper-based forms are often filled out by a member of staff who asks questions and then writes the answers onto the form.

The questions and spaces on the form should be designed to get specific data from the customer or client which is then transcribed into a computer system.

Most forms show examples of how data should be entered.

Designers of data capture forms should consider:

• Having a set number of spaces for an answer to guide the person filling in the form

• Specifying the type of answer to be accepted to make sure that the data is collected in a suitable format

• Collecting data such as temperature as numbers so analysis can be carried out

• Collecting names as text so that any character can be used

• Giving guidance and instructions for people filling in the forms - this is especially important for paper forms where people can write anything

• The environment in which, or from which, the data is to be collected.

Online data capture forms can limit the type of data entered to make sure that data is entered by the user is in the correct format, for example using:

• Drop down menus to force a single choice from a pre-set selection of choices
• Boxes to force a yes or no response
• A single character text box for each letter of a name
• A pre-set format for a date so that all forms are completed in the same way
• Radio buttons forcing a single choice from several options
• Validation rules to make sure that the data meets the specific requiements or that all specific questions have to be answered before the user can move to the next question.

Designers of data capture forms should avoid: 

• Using small fonts that are difficult to read

• Using small boxes for writing or typing

• Not having enough boxes or having too many boxes

• Asking vague questions

• Not specifying the format for data entry that is required

• Using overlapping choices to collect data about, for example the number of tymes a person has used a website. The ranges should not be 0-5, 5-10, 10-15 because the ranges overlap.

• Using a single text box to collect an address, making it very difficult to sort or search when stored on a computer system.