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Collecting good data in this area often requires tools not found in Excel spreadsheets, form headers, and research tools. Depending on what the data will be used for, data collectors, researchers, administrators and anyone else involved may need to take time-stamped photos and video or precise GPS coordinates, then complete the request before sign the legal form and send it. Big data collection software allows you to do all this and more. Whether you’re in the field or working in an office, it’s not just about typing answers into a spreadsheet.
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We tested all the most popular data collection programs we could find. Here are five of our favorites that will help your team increase productivity, reduce errors, and speed up your data collection. They’re all very easy to get started (at least as far as data collection programs go), even if you’ve never used this type of program before, it won’t take you long to get up and running.
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You can send all the data you collect by connecting to the database tool you use. Check out these three workflows to help you get the most out of your database or see how it works.
All of the best software reviews are written by people who have spent most of their careers using, testing, and building software. We spent dozens of hours researching and testing materials, using each material as intended and evaluating it against the criteria set for the department. We never pay for the placement of our articles from any program or for links to any site – we value the trust our readers place in us to provide genuine reviews of the categories and programs we review. For more information on our process, read the detailed explanation of how we choose programs to feature on the blog.
This is all by default, and in fact, even the worst devices that have been tested comply with these requirements – they are just clunky and uncomfortable to use. All the extras are what separates a great data collection tool from a regular one. Here’s what we’re looking for when we test these apps for data collection:
In addition to my decades of experience as a technical writer and app tester, I also have a BSc. in Psychology and MSc. In business and management, I am well aware of the many issues involved in gathering and collecting good data. Because data collection is such a broad problem to solve—and the applications that solve it do so in a similarly broad way—there is no universal test method for these applications.
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I signed up for a trial account and tried to use the app as I saw fit. Where there are tutorials or sample data, I have observed or explored them. For some programs, it is taking my own coffee and creating a data collection survey to measure its quality; For others, it means creating a door-to-door sales tracking system, or at least getting one yourself. It took me a long time to try to find and understand the basics of each application. For some who don’t make the list, the registration process is enough to remove them. For others, I put the app on my phone and walk around my neighborhood. In total, my test was done in a week.
I also rely on the work of other authors and researchers who have updated this list over the years to help assess the quality of the programs we have tested. Collecting data is not an exciting, fast-paced category, so if you’ve read this article before, you’ll notice that the choices are consistent—this year, one program was dropped from the list and another was added.
DeviceMagic is one of the best data collection software for companies with teams that need to manage many different research sites or workplaces. The “low-code” drag-and-drop form header is easy to use, yet powerful enough to handle almost any inspection, maintenance, quality control, security, or other type of compliance. Responses are automatically time-stamped or geo-stamped to confirm when and where the form was filled.
One of the best features of Magic Machine is shipping. This allows pre-filled forms to be sent to a person (or facility) in the field. Not only does this make it easier for managers to target team members, it also adds an extra layer of quality control to the data. It is much easier to type a machine identification number or part number when you are out in the field or at the office than it is to make a mistake while sitting in a comfortable chair at the office.
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DeviceMagic also makes it easy to build automated workflows around your data collection forms. Each has multiple destinations such as a PDF sent to an email address or a spreadsheet registered in the DeviceMagic database. But you can also set certain destinations to activate only when certain conditions are met. For example, if a machine part is listed as needing maintenance, an email is sent directly to the maintenance manager with all the necessary information. Another email will be sent to the purchasing department if the same device is pressed because a part needs to be replaced. And of course, if nothing needs to be done, the email will not be sent.
As an added benefit, the device integrates with Magic, so you can use almost any app as a destination. It allows you to do things like automatically send a Slack message to your team when you receive a new form, or add new Google Sheets rows based on form data.
Device Magic Price: 14-day free trial of all features; The free plan includes unlimited forms and submissions per device. The Professional plan is $30 per device per month with a minimum of three devices. The portable version and integrations are only available with the Enterprise plan (get the custom offer).
Fulcrum is a research-based data collection tool with advanced localization. It is built on top of Google Maps, allowing you to use external, satellite, hybrid and geodesic maps, and supports custom map layers in various formats, so you can overcome your own data from sources like or with services like Mapbox. US Census Bureau or USGS. The app automatically tags photos, videos, and audio, even without cellular or Wi-Fi coverage.
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Some of Fulcrum’s target industries are oil and gas, environment and utilities due to the need to collect real-time and security data. Typically, data collectors at these sites receive a text-based list of GPS locations, which is difficult to analyze and interpret. With Fulcrum, they can overlay these GPS locations on multiple maps to better understand and see patterns from their data – or even find where they should visit next.
Fulcrum calls his forms “materials”. You can build your own from scratch with the intuitive drag-and-drop editor or use one of Fulcrum’s templates. With a beautiful implementation, the developers turn your original document form or other template into a free application. Like all the other services on this list, you can use Fulcrum’s tools to collect any type of data you want, including audio clips, videos, signatures, and scanned computer codes.
If you need to share your shape data, Fulcrum allows you to export from the web application in a variety of formats, including Excel, CSV, and Shapefile. You can also create PDF reports from your iOS or Android app and share them via email, SMS, Dropbox, or another supported app on your device.
One disadvantage of Fulcrum is that because of its focus on geographic data, it relies heavily on iOS and Android apps for data collection. While you can import data into a web application, it’s not as intuitive as some of the other options available.
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And by integrating with Fulcrum, you can work with your form data more easily
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