# Data Collection Tools

### 🧭 Governance & Coordination

Before starting any data collection activity:

* Inform the **Executive Office (EO)**
* Involve **DBS – Data & AI team**
* Use official UNESCO templates and reference lists
* Clearly define:
  * Purpose of the survey
  * Target respondents
  * Planned data reuse (analysis, reporting, dashboards)

***

### 📱 KoboToolbox (Default Tool)

**KoboToolbox is the default platform for new surveys.**\
It aligns with UN standards and supports offline and field-based workflows.

**Best suited for**

* Field data collection
* Offline or low-connectivity environments
* Enumerator-led surveys
* Rapid deployment with built-in validation

**Access:**<br>

For new accounts, follow this link to log in:&#x20;

{% embed url="<https://kf.kobotoolbox.org/accounts/oidc/unesco/login>" %}

To link an existing account, you must be logged in to Kobo and follow this link.

{% embed url="<https://kf.kobotoolbox.org/accounts/oidc/unesco/login/?process=connect&next=%2F%23%2Faccount%2Fsecurity>" %}

**Key Capabilities**

* Web and mobile (Android / iOS)
* Offline data capture and synchronization
* Validation rules and constraints
* Conditional logic and required fields
* Optional metadata capture (date, device, location)

**Usage Guidelines**

* Organize questions using form sections
* Standardize choices (countries, regions, categories)
* Apply constraints to reduce invalid entries
* Review and clean submissions directly in KoboToolbox

**Documentation & Quick Start**

* **Question types:** <https://support.kobotoolbox.org/question_types.html>
* **Translations / multilingual surveys:** <https://support.kobotoolbox.org/language_dashboard.html>
* **Quick start guide:** <https://support.kobotoolbox.org/quick_start.html>

***

### 🗂️ LimeSurvey (Compliant Tool but Legacy)

**LimeSurvey remains an approved platform**, mainly for existing institutional workflows.

**Best suited for**

* Periodic reporting
* Institutional or country questionnaires
* Token-based respondent access
* Legacy or ongoing surveys

**Access:**\
<https://surveys.unesco.org>\
Managed by DBS

**Usage Guidelines**

* Use participant tokens when identification is required
* Enable time stamping and auto-save
* Do not modify question labels once the survey is live
* Correct data directly in LimeSurvey, not in external files

**Documentation**

* **Question types:** <https://www.limesurvey.org/manual/Question_types>
* **Translations / multilingual surveys:** <https://www.limesurvey.org/manual/Quick-translation>

***

### 🔄 Tool Transition Principle

* New surveys → **KoboToolbox by default**
* Existing LimeSurvey surveys → **continue without disruption**
* Migration will be:
  * Gradual
  * Coordinated with **EO and DBS Data & AI**
  * Fully aligned with UN data standards

***

### 📏 Common Rules (Both Tools)

* Use official UNESCO reference lists only
* Avoid free-text for standardized data
* Separate structured responses from comments
* Use conditional logic to reduce respondent burden
* Do not delete responses; mark them invalid or incomplete
* Keep the platform as the single source of truth

***

### 🔐 Data Handling & Outputs

* Clean and correct data at the tool level
* Export data only for analysis or reporting
* Follow UNESCO data protection, privacy, and licensing rules

***

This page describes **approved data collection tools only**.\
For survey design principles and methodological guidance, refer to the [**Data Collection Guidelines** wiki.](/unesco-data-ai/data-collection.md)


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