Unit- 5 – Methods of Data Collection

5.1 Introduction
5.2 Sources of Primary Data
5.3 Merits and Demerits of primary sources
5.4 Primary Data Collection Techniques
5.5 Sources of Secondary Data
5.6 Secondary Data Collection Techniques

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 Methods of Data Collection

Introduction
• Collection of data refers to a purposive gathering
of information relevant to the subject matter of
the study from the units under investigation. The
method of data collection depends mainly upon
the nature, purpose and the scope of inquiry on
one hand and the availability of resources on the
other hand.
• The task of data collection begins after a research
problem has been defined and research
design/plan chalked out.

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 Methods of Data Collection

Sources of data
• There are two types of data that are collected and analyzed in
research endeavors. These are:
• Secondary data
• Primary data
Secondary sources of Data
• Secondary data means data that are already available i.e., they
refer to the data which have already been collected and analyzed
by some one else. Secondary data are collected by others and used
by others.
• Any data that has been collected earlier for some other purpose are
secondary data in the hands of an individual who is using them.

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 Methods of Data Collection

Secondary data may either be published or unpublished data.

Usually published data are available in:
• Various publications of the central, state, or local
government
• Various publications of international bodies or their
subsidiaries or foreign governments
• Technical or trade journals
• Books, magazines and news papers
• Reports and publications of various organizations
• Reports of research scholars in different fields
• Public records and statistics, historical documents and
other sources of published information.

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Advantages and disadvantages of Secondary Data 

• There are certain distinct advantages, as also the limitations, of
using secondary data. One should, therefore, be fully aware of both
the advantages and the limitations.
Advantages
• A major advantage of the use of secondary data is that it is far more
economical as the cost of collecting original data is saved. In the
collection of primary data, a good deal of effort is required- data
collection form should be designed, and printed, field staff is to be
assigned and maintained until all the data have been collected, the
traveling expenses are to be incurred, the sample design has to be
selected, data are to be collected and verified for their accuracy,
and finally all such data has to be tabulated. All these activities
would need large funds, which can be utilized elsewhere if
secondary data alone can serve the purpose.

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• The use of secondary data saves much of our time. This leads to
prompt completion of the report for which, otherwise, primary
data would have been required to be collected.
• As one explores the availability of secondary data required for
one’s project, one finds, in the process that one’s understanding of
the problem has improved. One may even have to change some of
one’s earlier ideas in the light of the secondary data.
• Secondary data can be used as a basis for comparison with the
primary data that have been just collected.
• Search for secondary data is helpful not only because secondary
data may be helpful but familiarity with such data indicates the
deficiencies and gaps. As a result, one can make the primary data
collection more specific and more relevant to ones study.

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Disadvantages/Limitations
• In practice secondary data seldom fit perfectly in to the
framework of the proposed study. This is on the account of
a number of factors: 
 The unit in which secondary data are expressed may not be
the same as is required in the proposed study.
 Even if the units are the same as those required by the
research project, the class boundaries may be different
from those desired.
• One does not always know how accurate the secondary
data are. In case the degree of accuracy is high, the use of
such dubious data would determine the utility of our study.

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• In most cases, it is difficult to know with what degree

of care secondary data have been collected and
tabulated.
• A severe limitation in the use of secondary data is that
they may be somewhat out of date. A good deal of
time is spent in the collection, processing, tabulation
and publishing of such data and by the time the data is
available , they are already two or three years old. As a
result, the data are no longer up-to -date. The utility of
secondary data declines progressively as the time goes
by, and they are finally useful only historical purpose.

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Evaluating Secondary Data

• Since the use of secondary data is relatively cheaper
than that of primary data, it is advisable to explore the
possibility of using secondary data. In this connection
there are four requirements that must be met. These
are:
• Availability of Secondary Data: The first and foremost
requirement is that secondary data must be available
for use. At times, one may find that secondary data are
just not available on a problem at hand. In such cases,
there is no alternative but to take resources to the
collection of primary data.

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Relevance/suitability of the data: Another precondition for the use of

secondary data is their relevance to the problem at hand. Relevance
means that the data available must fit the requirements of the problem.
This would cover several aspects
– Unit of measurement should be the same as that in the problem at hand.
– The concepts used should be the same as are envisaged in the problem.
– The data should not be obsolete.
Reliability of the data: The reliability can be tested by finding out such things
about the said data:
– Who collected the data
– What were the sources of the data
– Were they collected by using proper method
– At what time were they collected
– Was there any bias of the compiler
– What level of accuracy was desired? Was it achieved?

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Accuracy: The other requirement is that the data

should be accurate. In this connection the
researcher should consult the original source.
This would not only enable one to get more
comprehensive information but would also
indicate the context in which data have been
collected, the procedure followed and the extent
of care exercised in their collection.
Sufficiency: The data should be sufficient. If the data
are inadequate, then compliance with the
preceding requirements will be vain.

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Primary Data
• Primary data are original observations
collected by the researcher or his agents for
the first time for any investigation and used by
them in the statistical analysis.
• Primary data are those data which are
collected as fresh and for the first time, and
thus happen to be original in character.

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Advantages of Primary Data

• The primary source gives data in greater details compared
to secondary sources. The secondary sources often omit
part of the information.
• More accurate. In the secondary source, there is a
possibility of mistakes due to errors in transcription.
• The primary source includes definitions of terms and units
used. It is essential that the investigators understand the
meaning of units in which data are recorded.
• The primary source also includes a copy of the schedule
used in data collection together with the prescription of the
procedure used in selecting the sample and size of the
sample.

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Limitations of primary data

• The use of primary data is relatively expensive
than that of secondary data.
• It relatively consumes more time and effort
• It requires development of data collection
instrument-which may be costly and time
consuming.
• May not appropriate when the research
report is required urgently.
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Techniques of primary Data Collection

Methods of Primary Data Collection

• We collect primary data during the course of doing experiments in an
experimental research but in case we do research of the descriptive type
and perform surveys then we can obtain primary data either through
observation or through direct communication with respondents in one
form or another or through personal interviews.
• In other words, this means that there are several methods of collecting
primary data, particularly in surveys and descriptive researches. Important
ones are:
 Observation method
 Questionnaires
 Schedules and
 Interview method
 Focus group discussions
 Case Study Method

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 1-Observation method
• Observation is one of the methods of
collecting primary data.
• It is the most commonly used method
especially in studies related to behavioral
sciences. It is used to obtain both past and
current data. Although it is not possible to
observe past behavior, we may observe the
results of such behavior.

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 Observation method
There are some advantages of observation
method of data collection:
• The direct observational technique enables the
investigator to record the behavior as it occurs.
• It can be used regardless of whether the
respondent is willing to report or not.
• It can be used even when it pertains to those
who are unable to respond, such as an infants
and animals.
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 Observation method
There are some limitations as well to this method of data collection
• Only the current behavior of a person or group of persons can be
observed. One is unable to observe neither the past behavior nor
one observe a person’s future behavior because the act of
observation takes place in the present.
• Observation doesn’t help us in gauging a person’s attitude or
opinion or knowledge on a certain subject.
• The observational method is very slow and, therefore, when a large
number of persons are to be contacted, it becomes unsuitable
because of the longtime required for this purpose.
• It is an expensive method
• The information provided by this method is very limited.
• Sometimes unforeseen factors may interfere with the observational
task.

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 2- Questionnaires method

• One of the steps in preparing to collect primary

data is developing the data collection instrument.
• Questionnaire is the most popular and common
types of data gathering instrument.
• In the past, the interview had been the most
popular data-collecting instrument. Recently, the
questionnaire has surpassed the interview in
popularity.
• A questionnaire consists of many questions
(items) printed or typed in a definite order on a
form or set of forms
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 Questionnaires method

Advantage of Questionnaires
The advantages of administering a questionnaire instead of
conducting an interview are:
• lower costs and time
• better samples
• standardization
• respondent privacy (anonymity)
• It is free from the bias of the interviewers, answers are in
respondents own words
• Respondents have adequate time to give well thought out answers.
• Respondents, who are not easily approachable, can also be reached
conveniently.

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• The questionnaire provides a standardized data-

gathering procedure.
• Using a well-constructed questionnaire can
minimize the effects of potential human errors
(for example, altering the pattern of question
asking, calling at inconvenient times, and biasing
by explaining.
• The use of a questionnaire also eliminates any
bias introduced by the feelings of the
respondents towards the interviewer
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 Questionnaires method

The primary disadvantages of the questionnaire are:

• Non-returns.
• Misinterpretation.
• Validity problems.
• It can be used only when respondents are educated and
cooperating.
• The control over the questionnaire may be lost once it is
sent.
• There is inbuilt inflexibility because of the difficulty of
amending the approach once questionnaires have been
dispatched.
• This method is the slowest of all.

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 Questionnaires method

Steps in construction of questionnaires

• Decide what information is wanted.
• Decide what type of questionnaire (personal interview, mail,
telephone) to use.
• Decide on the content of individual questions.
• Decide on the type of question (open, multiple choices,
dichotomous) to use.
• Decide on the wording of the questions.
• Decide on question sequence.
• Decide on the layout and method of reproduction of questionnaire.
• Make a preliminary draft and pre-test it.
• Revise and prepare the final questionnaire.

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 Questionnaires method

Contents of Questionnaires
• The key to minimizing the weaknesses of the
questionnaire lies in the construction of the
questionnaire itself.
• A poorly developed questionnaire contains the seeds
of its own destruction. Each of the three portions of
the questionnaire –
1. the cover letter,
2. the instructions, and
3. the questions - must work together to have a positive
impact on the success of the survey.

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 Questionnaires method

• The cover letter should explain to the respondent

the purpose of the study and motivate him to
reply truthfully and quickly. If possible, it should
explain why the survey is important to him, how
he was chosen to participate, and who is
sponsoring the study.
• Also the confidentiality of the results should be
strongly stressed. A well written cover letter can
help minimize both non-return and validity
problems.

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 Questionnaires method

• The cover letter should be followed by a clear set of

instructions explaining how to complete the questions
and where to return it. If the respondents do not
understand the mechanical procedures necessary to
respond to the questions, their answers will be
meaningless.
• The third and final part of the questionnaire is the set
of questions. Since the questions are the means by
which you are going to collect your data, they should
be consistent with your study plan. They should not be
ambiguous or encourage feelings of frustration or
anger that will lead to non-returns or validity
problems.
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 Questionnaires method

Administering questionnaires
1. Mail Questionnaires: There are many advantages to
mail questionnaires.
– They are relatively inexpensive to administer.
– You can send the exact same instrument to a wide
number of people.
– They allow the respondent to fill it out at their own
convenience.
2. Group administered questionnaire. A sample of
respondents is brought together and asked to
respond to a structured sequence of questions.

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 Questionnaires method

3. household drop-off: In this approach, a

researcher goes to the respondent's home or
business and hands the respondent the
instrument.

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 Types of questionnaires
• As far as the format(nature) of the items in a
questionnaires is concerned, the questionnaire is classified
as either Open-ended or closed ended type.
1-Closed ended questions: Questionnaires that call for short
or check responses are known as Closed form or restricted
type. They include a set of questions to which respondents
can reply in a limited number of ways.
Most answers for closed ended questions are variables
having two or more discrete categories like:
• Nominal (male or female, good or bad, poor or rich)
• likert scales ( five scale mode- Strongly agree, agree,
neutral, disagree, strongly disagree)
• Interval scale- What is your age-10-14, 15-19, 20-24, 25-30

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2. Open ended questions: are unrestricted

types of questionnaires that calls for a free
response in the respondents’ own words.
• Often researchers use one of them exclusively
or both of them in combination.
• Each types of questionnaires has its
advantages and disadvantages.

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Advantages of closed-ended Questionnaire

• It is easier and quicker for respondents to answer.
• The answers are standardized
• The answers of different respondents are easier to
compare and summarize.
• Answers are easier to code and statistically
analyze.
• Replication is easier.

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Disadvantages of closed Ended Questionnaire

• They can suggest ideas that the respondent would not otherwise
have (It is easy for the respondent who does not know the answer).
• Respondents with no opinion or no knowledge can answer anyway.
• Respondents can be frustrated because their desired answer is not
a choice.
• It is confusing if many response choices are offered.
• Misinterpretation of a question can go unnoticed.
• making the wrong response is possible.
• They force respondents to give simplistic responses to complex
issues.
• They force people to make choices they would not make in the real
world.

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Advantages of open-ended questionnaires

• They permit an unlimited number of possible answers.
• Respondents can answer in detail and can qualify and
clarify responses.
• Unanticipated findings can be discovered.
• They permit adequate answers to complex issues.
• They permit creativity, self expression, and richness of
detail.
• They reveal a respondent’s logic, thinking process, and
frame of reference.

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Disadvantages of unstructured questionnaire

• Different respondents give different degrees of detail in
answers.
• Responses may be irrelevant or buried in useless detail.
• Comparison and statistical analysis become very difficult.
• Coding response is difficult.
• Articulate and highly literate respondents have an
advantage.
• A great amount of respondent time, thought and effort is
necessary.
• Respondents can be intimidated by questions.
• Answers take up a lot of space in the questionnaire.

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How to construct questionnaire: Below are some

helpful hints typical of those that appear most
often in- texts on question construction.
1. Keep the language simple.
2. Keep the questions short and readable
3. Keep the number of questions to a minimum.
4. Limit each question to one idea or concept.
Consider this question: “Are you in favor of
raising pay and lowering benefits?” What would a
yes (or no) answer mean?

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5. Do not ask leading questions.

6. Use subjective terms such as good, fair, and bad
sparingly/economically, if at all. These terms
mean different things to different people. One
person's “fair” may be another person's “bad.”
7. Allow for all possible answers. Avoid
dichotomous (two-answer) questions (except for
obvious demographic questions such as gender).
If you cannot avoid them, add a third option,
such as no opinion, don't know, or other.
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8. Avoid emotional or morally charged questions and too direct

questions
9. Formulate your questions and answers to obtain exact
information and to minimize confusion.
10. Include a few questions that can serve as checks on the accuracy
and consistency of the answers as a whole. Have some questions
that are worded differently, but are soliciting the same information,
in different parts of the questionnaire. These questions should be
designed to identify the respondents who are just marking answers
randomly or who are trying to game the survey If you find a
respondent who answers these questions differently, you have
reason to doubt the validity of their entire set of responses. For this
reason, you may decide to exclude their response sheet(s) from the
analysis.

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11. Organize the pattern of the questions appropriately:

• Place demographic questions at the beginning of the questionnaire.
• Have your opening questions arouse interest.
• Ask easier questions first.
• Ask information needed for subsequent question s first ( To minimize
conditioning, have general questions precede specific ones)
• Group similar questions together.
• If you must use personal or emotional questions, place them at the
end of the questionnaire.
• Thank the respondent at the beginning for allowing you to conduct
your study.
• Thank the respondent at the end for participating

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12. Pretest (pilot test) the questionnaire.

• This is the most important step in preparing your
questionnaire. The purpose of the pretest is to
see just how well your cover letter motivates
your respondents and how clear your
instructions, questions, and answers are.
13. Have your questionnaire neatly produced on
quality paper. A professional looking product will
increase your return rate.
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 3- Schedules

• This method of data collection is very much like

the collection of data through questionnaire,
with little difference which lies in the fact that
schedules are being filled in by the enumerators
who are specially appointed for the purpose.
• These enumerators along with schedules go to
respondents, put to them the questions from the
proforma in the order the questions are listed
and record the replies in the space meant for the
same in the proforma.

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 Schedules
Advantages of schedules
• It can be adopted even in those cases where
informants are illiterates.
• It eliminates to a great extent the problem of
non-response.
• The enumerator can explain the significance of
the inquiry and the questions in the
questionnaire personally to the informants and
thus ensuring collection of accurate and reliable
information.
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 Schedules
Limitations of schedules
– The enumerator might be biased one and may not enter
the answers given by the respondents truthfully. He may
twist or suppress the information provided by the
informant.
– Where there are many enumerators, they may interpret
various terms in the questionnaire according to their own
understanding of the terms.
– The bias might be arising due to the state of mind of the
informant or the environment in which he is placed.
– This method is some what costly and time consuming
since it requires a large number of enumerators who are
paid persons.

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 Schedules
Difference between questionnaires and Schedules
Both questionnaire and schedule are used
method of collecting data in research surveys.
There is much resemblance in the nature of
these two and this fact has made many people
to remark that from a particular point of view,
the two methods can be taken to be the
same. But from technical point of view there
is a difference between the two.
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 Assignment-III
• Draft a suitable questionnaire for your
research topic, for which you have
developed research proposal (10-
points)
(Your questionnaire shall have the cover letter,
the instructions, and questions section. It should
consist both closed and open-ended questions
and all questions shall stick to your research
problem)

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