Step 2: Collecting data

Introduction

Data collection is a critical and often extensive part of research. Errors in this phase can affect the entire research process and lead to incorrect results. Therefore, the application of research data management (RDM) principles, including the careful documentation of research activities and the recording of metadata, is essential. The core aspects of the data collection phase within the framework of research data management include:

1. Data collection methods: This includes experiments, observations, measurements and simulations, surveys, interviews, etc. These activities must be planned and conducted precisely in order to produce relevant and valid data. For each of these methods, there are specific tools that support data collection. For example, online tools such as LimeSurvey can be used for surveys. Experiments and measurements may require specialized software and hardware, and it can be beneficial, for example, to keep an electronic lab notebook (ELN).
2. Generation of digital raw data: If data are not initially collected in digital form, they must first be digitized. The conversion of physical into digital data, for example by scanning or transcribing, is a crucial process that requires careful documentation.
3. Storing data in a uniform format: A consistent data format facilitates later data analysis and evaluation. Corresponding conversion tools and protocols should be considered during the planning phase.
4. Securing and managing the data as well as documentation of the data collection: Data security and integrity must be guaranteed through regular backups and controlled access rights, for which a robust infrastructure is essential. Aspects such as consistent file naming, version control, and methods of data documentation are also important (see Excursus: Data documentation). In addition, accurate and complete documentation of every step in the data collection process is crucial to ensure transparency and the reproducibility of research results.
5. Collecting and creating metadata: The creation of descriptive metadata sets is essential for the usability and traceability of the data. Metadata should include, for example, information about the data collection method, the time and place of data collection, the instruments used, and the data processing. Depending on the discipline, specific metadata profiles and supportive (online) applications for creating and managing metadata are available. The use of controlled vocabularies should also be considered.

Legal Aspects & Ethics

Legal and ethical aspects are of central importance in the data collection phase (see Excursus: Legal aspects in RDM). Strict data protection regulations—such as those under the GDPR [1]—protect the right to informational self-determination. The processing of personal or personally identifiable data is only permissible with the explicit consent of the individuals concerned, which must be obtained in advance. Participants must be transparently informed about the purpose of data collection, the type of processing, and their rights, including the right to withdraw consent and to have their data deleted. For the use of copyrighted materials such as photos, texts, or audio recordings, appropriate usage rights must be obtained. To limit the processing of personal data to the necessary minimum, data minimization principles should be observed, and only data required for a specific purpose should be collected. Additionally, data collection must be proportionate in relation to the intended purpose. It is crucial to answer two control questions: Is the data collection truly necessary to achieve the intended purpose? And: Could this purpose not be accomplished in a reasonable way by other means? [2]

[1] https://dsgvo-gesetz.de 
[2] Paul Baumann/Philipp Krahn, Rechtliche Rahmenbedingungen des FDM – Grundlagen und Praxisbeispiele, Dresden 2020