This article provides guidance and recommendations for choosing the appropriate data collection tool for Feinberg users. This article focuses on what to use and when, not a detailed guide for how to use each tool. For tool-specific instructions, refer to the pages linked below.
Overview
| Recommended Tool |
Use Case |
| Microsoft Forms |
Surveys, intake forms, registrations, or internal processes |
| REDCap (Research Projects) |
Research studies, IRB-related surveys, clinical research data |
| REDCap (Operational Project) |
Operational forms or workflows requiring external responders (no Northwestern University NetID) to upload a file or attachment |
Microsoft Forms
Microsoft Forms is the recommended tool for:
Microsoft Forms is designed to be easy to use, scalable, and well-integrated with Microsoft 365.
Microsoft Forms should be the default choice for non-research data collection at Feinberg.
Personal (Individual) Forms vs Group (Shared) Forms
When using Microsoft Forms, it’s important to understand where the form lives and who owns it.
Personal Forms are best for:
- Individual or short-term needs
- One-off surveys
- Forms that do not require shared ownership
Personal Forms are owned by the creator and stored within the owner's Microsoft account. If the owner leaves the University, the form may no longer be accessible.
Group Forms are best for:
- Departmental or team workflows
- Long-term or recurring processes
- Forms requiring multiple editors or continuity
Group Forms are owned by a Microsoft 365 group or SharePoint site. These forms remain accessible even if staff change roles or leave. Group Forms are recommended for operational and business processes.
Groups Forms can be accessed at the bottom of the Microsoft Forms home page under “My Groups”.
Note: A personal form can be moved to a group, but a group form cannot be moved to a person or to another group.
REDCap
REDCap (Research Electronic Data Capture) is primarily recommended for research data collection. This includes:
- Human subjects research
- Clinical research
- IRB-approved surveys and instruments
- Regulated or longitudinal research data collection
REDCap may be used for operational or business processes if the form requires responders without a Northwestern University NetID to upload files or attachments to the form. Because REDCap is primarily used for research, using REDCap requires additional training and is not recommended for uses where Microsoft Forms can be used instead. If you need to use REDCap for an operational project, complete the training session here: REDCap Operational Project Owner Training Session