Forms
A summary of available form software. Different form options are suitable for different types of data collection, although Sharepoint has functionality for forms, it is worth checking that it is the best solution for your purposes.
Purpose
Different form options are suitable for different types of data collection. What is the purpose of your form?
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Form purpose |
Options (see below for more information) |
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Declarations (e.g. declaring a conflict of interest) |
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Surveys (collecting information, anonymous or otherwise for later analysis) |
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Collecting confidential data (make sure you are aware of your data |
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Polls
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Applications (for courses etc) |
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Bookings (for events) |
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Payments |
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Ongoing data gathering |
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Contact |
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Enquiry |
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Sign up |
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Data Resonsibilities
Before creating your form you will need to think about what personal information is being collected, why you need this, what you are going to do with it, how it will be stored and how long for. You will need to be transparent with your data subjects about what you are doing with their data.
Note: some services don’t store data in the EU/EEA – you will need to consider whether this is appropriate.
Find out more about your responsibilities:
- Data Privacy at the University of Oxford, includes University guidance on GDPR (SSO restricted)
- Research Support GDPR guidance
Solutions: Descriptions
SharePoint forms
- Expertise is needed to set up high quality usable and accessible forms.
- Very limited support available.
SharePoint forms are suitable for:
- Very basic information, the more complex the collection the harder it becomes to administer it.
- Collecting information from internal members of the University.
- Storing information in a list.
- Confidential data.
They aren’t good for (these could be done but only with substantial SharePoint expertise):
- Booking.
- Getting an email sent.
- Anything that is mission critical.
- Surveys.
- External facing forms.
Other SharePoint options:
Uploading scanned forms to SharePoint
- More secure than email.
Emailing scanned documents
- Effective way of storing documents in a shared location.
Online Surveys (BOS)
https://www.onlinesurveys.ac.uk/
- Suitable for collecting confidential data.
- Easy to set up surveys.
- Can export data.
- Might not accommodate surveys with very complex requirements - although functionality is being expanded.
Nexus 365 forms
- Suitable for confidential data.
- Best suited for short forms - the respondent can't save a partially completed form.
- Further information.
REDCap
- REDCap is a secure web application for building and managing online surveys and databases. While REDCap can be used to collect virtually any type of data, it is specifically geared to support online or offline data capture for research studies and operations.
- REDCap - further information and account requests.
- REDCap website.
Online Shop
- University’s online payment system.
- About the online shop service and how to gain access.
- Shop website.
Cvent
- Event Management software managed by the University.
- About Cvent and account application form.
Website forms
- Consider how secure your web forms are.
- Does the all the data also get sent in an email? Think about whether you should prevent personal information from being included in emails.
PDF forms
- If these are going to be emailed consider what data you are asking people to provide.
- Signed PDF forms - can upload a scanned signature to use for signing PDF forms. Other options are the same as typing a name onto a document.