Data collection and generation tools

University-approved research data capture, collection, and generation tools, along with guidance on seeking approval to use a tool.

A variety of digital tools (applications, services, and systems) are used in research to capture, collect or generate data.

All tools used by staff, students or research participants must be University-approved. Although researchers are encouraged to use the tools on this page, other options will often be needed.

University-approved data collection tools

Surveys, questionnaires and databases

Staff and students must sign in to these tools using their University account.

  • Qualtrics is approved for use with public, internal and sensitive data.
  • REDCap is approved for use with public, internal and sensitive data.
  • Story completion is an innovative method for qualitative data collection.
  • Thematic analysis is an accessible method for analysing qualitative datasets, widely used across multiple disciplines.

Audio and video recording

Staff and students must sign in to these tools using their University account and record to the cloud.

  • Microsoft Teams is approved for use with public, internal and sensitive data.
  • Zoom is approved for use with public, internal and sensitive data. When using it with internal and sensitive data, ensure the AI Companion capabilities (e.g. summaries using generative AI) are turned off to prevent data from being shared with third-party generative AI models.

These tools are to be used on University-provided or University-approved devices, or with personal devices that are used in alignment with the IT Acceptable Use Policy.

Alternatively, recordings can be made with dedicated handheld or separate recording devices that are used in alignment with the IT Acceptable Use Policy.

For University-approved tools to transcribe interview or focus group recordings, see Transcription.

Generative AI

University approval of applications, services and systems (tools)

Why is this required?

The University is strengthening our data protection processes and needs to manage research software sustainably. To protect staff, students, research participants, and the reputation of the University, all digital applications, services, and systems will undergo a security assessment by Digital Services to ensure compliance with these policies:

Completion of ethics application and IT procurement processes rely on tools being confirmed as University-approved.

Identifying tools you intend to use

  1. Consider research software and tool requirements for your project and document this in your Data Management Plan.
  2. Identify if the tool is University-approved by searching the ResearchHub or contacting your Digital Services Business Relationship Manager or the Centre for eResearch to check. Previous or current use of a tool does not mean it is currently University approved.

Seeking University approval

  1. Plan for the University-approval process to take 3–5 weeks.
  2. Start the process by contacting your Digital Services Business Relationship Manager or the Centre for eResearch. Be prepared to state what tools are needed, the intended purpose, including data classification, and how currently approved tools do not meet your needs.
  3. Work with Digital Services staff to compile information including a completed Privacy Impact Assessment (PIA) and security information. This will be assessed by the Digital Services Security team.
  4. Digital Services' approval will be for a period of time, aligned with the University's data classification, and may include additional conditions of use (e.g. limited to a specific research project or prescribed settings).

Contact

ASK IT
Digital Services - Connect
Email: askit@auckland.ac.nz

Research Data Support Services
Email: researchdata@auckland.ac.nz

Digital Services
Business relationship managers

Policies