Data collection and creation

Collecting and creating data is a key part of most research. You need to make some important decisions before you start. These decisions will affect how you access, share, publish and preserve your data in future.

Start with a Data Management Plan

It is good practice to write a Data Management Plan before you collect or create any data. Many funders require one when you apply for a grant.

You can update your plan as your project progresses. This is useful if your funder has questions about how you are managing, sharing or publishing your data.

Learn more about creating a Data Management Plan.

File formats

When collecting or creating data, use open and widely used formats, where possible. Some funders or repositories may also recommend specific formats.

Learn more about choosing appropriate data formats.

Know your responsibilities

You must follow legal and ethical standards when collecting or creating data. These include:

• understanding your responsibilities under data protection law
• identifying intellectual property rights and data ownership
• planning how to manage sensitive or confidential data

Addressing possible issues early will help you avoid problems later.

Collecting data during fieldwork

Plan ahead to collect and manage data safely when working away from the University. When conducting fieldwork, you should:

• complete a risk assessment
• follow the ‘Safeguarding work away’ guidance
• create a Data Management Plan (DMP) in advance
• store and transfer your data securely
• protect personal and sensitive data
• check the International Engagement Hub and the UK government's travel advice if travelling internationally

Recording, storing and transcribing interviews

Follow best practice to keep interview data secure and ethical throughout the research process.

Before recording

• Get informed consent in writing or as a recorded verbal agreement.
• Only collect personal data you need.
• Use a secure recording device that you can manage easily.

Storing and transferring recordings

• Encrypt recordings.
• Transfer them to secure University-approved storage as soon as possible.
• Delete original copies once safely transferred.

Transcribing interviews

• Transcribe interviews manually for the most secure method.
• You can use Computer-Assisted Qualitative Data Analysis Software (CAQDAS) but you should:
  • check where the data is stored
  • make sure the tool meets University security standards
  • see the University of Surrey resources on CAQDAS software

Anonymising interviews

• Remove all identifying details before you share, publish or archive interviews.
• Check that this matches the informed consent you obtained.
• See advice from the UK Data Service on anonymising qualitative data.

See also Sensitive data guidance.

Digital collection and survey platforms

You should always use secure, University-approved platforms to conduct digital surveys. These include:

• Qualtrics for secure online surveys
• ODK via KoboToolbox for mobile data collection, including geotagged photos, sketches and coordinates (including for use off-line where internet connection is poor)

Consider encrypting your data.

Working outside of the UK

If working outside of the UK, you should:

• follow GDPR rules for data transfers
• check local laws and export control regulations
• follow the CARE Principles, if researching Indigenous communities

Help and support

If you have questions about creating or collecting data, please contact the Research Data Management team.