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Data collection is a term used to describe a process of preparing and collecting data. Systematic gathering of data for a particular purpose from various sources, that has been systematically observed, recorded and organized is called data collection. Data are the basic inputs to any decision making process in business.

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To obtain information. To keep on record. To make decisions about important issues. To pass information on to others. For research study.

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Primary source of data implies collection of data from it’s origin. It offers you first hand information relating to your statistical study. Data originally collected in the process of investigation are known as primary data.

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Secondary source of data implies collection of data from some agency or institution which already happens to have collected data through statistical survey. It does not offer first hand information. Since these data have already been collected by somebody else, they are available in the form of published and unpublished reports. Example- Data relating to Indian railways which are annually published by the railway board, would be secondary data for any researcher.

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Basis Primary Data Secondary Data Originality The  data is original. It is collected by the investigator from the source of origin. The data already  exists, hence it is not original. Suitability of objective This type of  data is related to a specific objective. Therefore, it does not need any adjustment for the concerned study. The  type of data is always collected for some other purpose. Therefore, requires adjustment. Cost of collection Costlier in terms of time, money  and efforts. Less expensive as they are easily  available from the internet or published reports.

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Information through  questionnaires and survey/schedule

Information from local sources or correspondents

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Investigation in which data are personally collected by the investigator from the respondents. The investigator establishes direct relation with the persons from whom the information is to be obtained.

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Suitability of Direct personal investigation

This  method is suitable particularly when:      (a) the field of investigation is relatively  large.       (b) it is not possible to have  direct contact  with the       concerned  respondents.      (c) the concerned  respondents are not capable  of giving information because of their ignorance or illiteracy.      (d) investigation is so  complex in nature  that only experts can give information.

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Merits High degree of originality Demerits Difficult to cover wide areas Personal Bias Elastic Data Accurate data Costly Limited coverage Related Information can be obtained Fair degree of uniformity Reliability of data cannot be doubted

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Indirect oral investigation is the method by which information is obtained not from the persons regarding whom the information is needed.  It is collected orally from other persons who are expected to possess the necessary information. These other persons are known as witnesses. For example, by this method,       The data on the economic conditions of the workers may be collected from their employers rather than the workers  themselves.

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Merits and Demerits of Indirect Oral Investigation

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Suitability of Indirect Oral Investigation

This method is suitable particularly when:      (a) the field of investigation is relatively  large.       (b) it is not possible to have  direct contact  with the concerned respondents.      (c) the concerned  respondents are not capable  of giving information because of their ignorance or illiteracy.      (d) investigation is so  complex in nature  that only experts can give information.

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Merits (a)   Wide Coverage : This method can be applied even when the field of investigation is very wide.  (b)  Less Expensive:  This is relatively a less expensive method as compared to Direct Personal Investigation.  (c)  Expert Opinion : Using this method an investigator can seek opinion of the experts (d)  Free from Bias : This method is relatively free from the personal bias of the investigator.  (e)  Simple : This is relatively a simple approach of data collection

Demerits (a)  Less Accurate:  The data collected by this method are relatively less accurate. This is because the information is obtained from persons other than the concerned respondents.  (b) Biased:  There is possibility of personal bias of the witnesses giving information.  (c) Doubtful Conclusions :  This method may lead to doubtful conclusions due to carelessness of the witnesses.

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Difference between Direct personal investigation and Indirect oral investigation

Basis Direct Personal Investigation Indirect Oral Investigation Contact With Informants There is direct contact. There  is indirect contact. Field of investigation Possible when field  of investigation is small. Possible when field  of investigation is relatively large. Cost This method is  costlier. This method is relatively  less costly. Language and cultural habits Investigator must be well versed with Language and cultural habits. No such requirement.

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Information through local sources or correspondents

Under  this method, the investigator appoints local persons or correspondents at different places. They collect information in their own way and furnish the same to the investigator.

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regular  and continuous information is needed.  the area of investigation is large the information is to be used by journals, magazines, radio, TV, etc.  a very high degree of accuracy of information is not required

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Merits and demerits Merits Economical Wide coverage Demerit s Loss of originality Suitable for special purpose Continuity Delay in collection Lack of uniformity Personal Bias Less Accurate

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Under this method, the investigator prepares a questionnaire keeping in view the objective of the enquiry.       There are two ways of collecting information on the basis of questionnaire:     (i) Mailing (Questionnaire) Surveys, and     (ii) Enumerator’s Method

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Information through Questionnaires and survey/schedule

Information through Questionnaires and survey/schedule Mailing(questionnaire) survey Enumerator’s method

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Under  this method, questionnaires are mailed to the respondents. A letter is attached with the questionnaire giving the purpose of enquiry .      It  is also assured that the information would be kept secret. The respondent notes the answers against the questions and returns the completed questionnaire to the investigator.

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(a)  The  area of the study is very  wide.     ( b) The  respondents are educated.

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Economical : This method is economical in terms of time,  money. ( b)  Original : This method is original and therefore, fairly reliable. This is because the information is duly supplied by the concerned persons themselves.  ( c)  Wide Coverage : This method allows wide coverage of the area of study.

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( a ) Lack of Interest : Generally, the respondents do not take interest in questionnaires and fail to return the questionnaires. Those who return, often send incomplete answers.      (b)  Lack of Flexibility : This method lacks flexibility. When questions are not properly replied, these cannot be changed to obtain the required information.       (c)  Limited Use : This method has limited use owing to the fact that the questionnaires can be answered only by the educated respondents. Thus, this method cannot be used when the respondents are uneducated.       (d)  Biased : If the respondents are biased, then the information will also be biased.       (e ) Less Accuracy : The conclusions based on such investigation have only limited accuracy. This is because some questions may be difficult, and consequently accurate answers may not be offered and efforts involved

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Under this method, a questionnaire is prepared according to the purpose of enquiry.    The  enumerator himself approaches the respondent with the questionnaire.   The questionnaires which are filled by the enumerators themselves by putting questions are called schedules.   Thus, under this method, the enumerator himself fills the schedules after seeking information from the respondents.   Enumerators are those persons who help the investigators in collecting the data.  The enumerators are given training to fill the schedules and put the questions intelligently to obtain accurate information.

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Investigator  is a person who plans and conducts an empirical investigation independently or with the help of others. Enumerator  is a person who actually collects the desired statistical information or statistical data. Often the enumerators are trained personnel hired by the investigator for field work. Respondent  is a person who answers/responds to the set of questions included in the  questionnaire.

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This method is mostly used when:     (a) field of investigation is large.     (b) the investigation needs  specialised  and skilled investigators, and     (c) the investigators are well versed in the local language and cultural norms of the respondents.

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Merits- Wide coverage  Accuracy Personal contact Completeness

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Expensive Time consuming  Availability of competent enumerators Not suitable for Private investigation

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Qualities of a good questionnaire Limited no. of questions Simplicity Proper order of the questions No undesirable questions Non-Controversial Calculations Pre-testing Pilot survey Request for return Cross-Verification

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Simple Alternative Questions :  These questions are answered in ‘Yes’  or   ‘No’, ‘Right or Wrong’ and ‘Good or  Bad’.  E.g. Do you like to drink coffee? Multiple  Choice Questions : When there are various possibilities of a particular event, multiple choice questions are generally asked. A number of possible answers are given for such questions. The respondent is to tick-mark the one that he feels fit.    Example: What is your mode of  transport from home to school?           On foot           Cycle         Bus         Parents           Correct  answer  to be  tick-marked in the box.

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Specific Information Questions :  Only specific information is obtained through such questions.  Example  :  Which is your favorite subject?      Or                        Which class are you in? Open Questions :  In such questions, the respondent is requested to give his views on specific issues.  Example :  How can prices in India be controlled? Or                 How  can  poverty  in the country be overcome?

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According to this mode of data collection, the investigator seeks the desired information from the respondents over the telephone.

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Originality Accuracy Reliability Less expensive (compared to personal Investigations)

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(i) Personal Bias: Personal bias is the principal demerit of this method as in the case of personal interviews.    (ii) Limited Access: This method has limited access to the respondents in a situation when some respondents (particularly belonging to poorer sections of the society) may not own telephones.

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It refers to a try-out survey covering a very small sample of the universe of your study. This is a sort of pre-testing of your questionnaire. This helps you to assess quality of your questionnaire and the way respondents respond to the set of questions. Accordingly you are able to know in advance the shortcomings/drawbacks of your questionnaire. Required changes in the questionnaire may be introduced before you are set out for a final survey.

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Pilot Survey helps:      (i) in assessing the quality and suitability of questions      (ii) in assessing performance of the enumerators     (iii) in designing a set of instructions for the enumerators     (iv) in assessing the cost and time involved in the final survey.

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Government publications Ministries of the Central and State Governments in India publish a variety of Statistics as their routine activity. Some of the notable Government publications on Statistics are: Statistical Abstract of India, Agricultural Statistics of India, Report on Currency and Banking, Reserve Bank of India Bulletin, etc . Semi Government publications Semi-Government bodies (such as Municipalities and Metropolitan Councils) publish data relating to education, health, births and deaths.    Reports of  committess  and commissions Committees and Commissions appointed by the Government also furnish a lot of statistical information in their reports. Finance Commission, Monopolies Commission, Planning Commission

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There are some unpublished secondary data as well.  These  data are collected by the government  organizations  and others, generally for their self use or office record.  These  data are not published.  These  unpublished numerical information may, however, be used as secondary data

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Ability of the Collecting  Organization Objective and  Scope Method of  Collection   Time and Conditions of  Collection Definition of the  Unit Accuracy

Chapter 2 (Statistics)

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