In light of Mental Health Awareness month, which is observed every May, we’ve put together an overview of some best practices when it comes to handling sensitive data gathered in patient surveys, staff surveys, and other health related questionnaires.
Before you create a survey, collect data, and start to analyze it, it’s important to consider the best way to share online survey results with your audience. Whether you’re keeping respondents informed, reporting to management and other stakeholders, or you’re conducting research on behalf of a client, the best method for sharing survey results will depend on the audience and what they’re going to do with the information.
With an online survey you can set up email alerts for responses, create analysis and reports to share, or set up accounts for your audience to log in and see live survey information with tailored reports.
It’s all too easy to create a survey, collect responses, produce reports, and then move on to the next survey. But under the General Data Protection Regulation (GDPR), there’s a spotlight on how long personal data can be kept for.
GDPR and personal data
The GDPR mandates that data should be deleted or anonymized once it is no longer needed for the purpose for which it was collected. This means that when you complete a research project, you should assess how long you need to keep the personal data relating to it, and anonymize or delete that data at the end of that period.
GDPR compliant data retention considerations
To help you comply with the GDPR rules when you are undertaking a survey project, we’ve outlined these data retention considerations:
As part of the General Data Protection Regulation (GDPR), all organizations must have a documented, lawful basis for processing personal data.
If you decide to use consent as the basis for collecting and processing survey response data, you will need to provide potential respondents with the relevant information so that they can give informed consent before proceeding with a survey.
How to include a consent question in your survey
One of the simplest ways to obtain a respondent’s informed consent to collect and process their personal data is by including a specific question at the start of a survey. There are a few things to consider when adding a consent question to your survey: Continue reading
Learn how to anonymize data after your survey has been completed
This method may be particularly useful when you want to work with your survey data, but not in a manner which identifies your respondents.
Snap Survey Software stores respondent data in a file with the survey name and extension .rdf (respondent data file), and replies for each respondent are held in individual records in that file. When you delete the variable that holds the personal information from the survey file (.mdf), the details remain in the data file. It is possible to remove the personal data entirely.
We’ve create a helpful worksheet to walk you through the following steps: Continue reading
Learn how to anonymize survey respondent data, but successfully track completion
We’ve create a helpful worksheet to get you started. We’ll walk you through the steps to upload your respondent database to Snap WebHost. From there, you’ll be able to send an email invitation that includes a unique respondent identifier.
You will be unable to match the survey responses to a given respondent. You can, however, track whether a given respondent has responded and if not, send them reminder emails.
This worksheet is part of our GDPR (General Data Protection Regulation) series of worksheets. The GDPR applies only to personal data. The obligations under the GDPR do not apply to anonymous data. We offer several options to anonymize your surveys, including the option to run anonymous surveys using Snap WebHost. Continue reading
Use the survey link to seed data into your survey using Snap Survey Software
If you are providing your survey participants with a link to your online survey, you have the option to seed data directly into the variables.
Why might you want to do this? Here are a few examples:
- You are sending email invites using your own system – the tool will help create the structure of the link.
- You want to add an identifier (name of a business, location, etc.). This could be used in conjunction with our QR Code Generator.
Come to the Association of Survey Computing (ASC) Conference and learn how to “unleash the power of data.”
Snap Surveys is delighted to sponsor the next Association of Survey Computing (ASC) Conference, entitled “Making connections: unleashing the power of data”, which takes place on Friday, September 26, 2014 at Imperial College, London.
In attendance are some influential speakers, including the ONS and Blue Ocean market intelligence who will join the discussion on how different sources of data are being mashed together to add value and reveal useful hidden relationships. Continue reading
When it comes to your online survey data and distribution, are you aware of how secure it is?
What happens to your online survey data? Is it safe? Is it secure? Is it private? Fortunately, for Snap Survey Software users, the answer is yes. Your survey data is safe, secure, and private.
Secure Online Surveys
Snap Surveys understand that data location is a very important consideration. We emphasize our obligation to provide all of our customers worldwide with survey software and services that conform to the best available security, accessibility, and professional guidelines. That’s why we are proud to be independently audited and certified by Bureau Veritas as being compliant with ISO 27001, the internationally recognized gold standard for information security systems. By storing your data in a first-rate security infrastructure, Snap Surveys offers customers peace of mind. Thousands of customers trust Snap Surveys with their surveys and survey data.
Snap WebHost is the online questionnaire delivery, analysis, and reporting service operated by Snap Surveys. Security levels are maintained both for the service itself, for the platform it is running on, and for the backup and support services behind it. As an alternative to our online subscription service, you can also run Snap WebHost on your own servers. A growing number of our customers are choosing this option as it offers complete control over their surveys and data. Continue reading
Tech Support Tip: Easier Collection of Open Ended Survey Replies
As a Snap Survey Software user, you know there are many powerful features. Here is another tip we’d like to pass on to our users.
Some questions require respondents to enter responses in detail in an open ended box (comment question box). Previously, when data lengths were applied and the box size was more than one row in size, the data length would essentially be ignored. Respondents were able to enter more characters than the data length set, but when the data was imported it would be truncated to meet the data length. To resolve that issue the Auto-Extend on import feature was added in Data Entry Tailoring.
Learn more about Auto-Extend on import in Snap Online Help.
Now, when a data length is set and the box size is greater than one row, you can still ensure that the data length will in fact be followed. The Limit the length of multi-line responses setting found in Questionnaire Properties: Interview section will allow the data length to be followed.
Learn more about limiting the length of multi-line responses in Snap Online Help.
The new features that have been added regarding the data length are the Character Counters. You can insert these into the Footnote of open ended questions to allow the respondents to know how many characters they have remaining, the total available, and/or the total they have used. These can be inserted through Font (2nd dropdown) > Insert… > Response Property.
Learn more about Character Counters in Snap Online Help.