PROCEDURES FOR RECORDING QUALITATIVE DATA

Procedures for recording qualitative data on paper include:

Procedures to record answers verbatim

Procedures to capture
complete description of context and activities

Transcriptions
Observers notes aided by recorded tapes
Stand-alone observers notes
Field notes

RECORDING ANSWERS
Transcriptions
Transcribed notes represent the literal copying of what is said and recorded onto paper. Ideally, one would do
the transcriptions right after an interview session.
They are recommended when:
Different segments of the population (sex, age, ethnic group) are compared
Financial and human resources are available to do so
Transcriptions can be produced in a reasonable amount of time (it takes about six hours for a one- to
two-hour interview)
Later re-analysis is expected

Tape recordings of interviews/tapes and observers notes

In this procedure, the observer listens to the tape to clarify specific issues or to confirm that all main points
are included in the notes and then transcribes them. It is important to transcribe the recordings immediately
following the interview.
This method is recommended when: results must be produced in a short amount of time
The purpose of the study is to get rapid feedback from a specific segment of the population to make
programmatic decisions.

Stand-alone observers notes only

The observer needs to expand and clarify the notes from memory immediately following the interview
session.
This method is recommended when:
Time is short and results are needed fast
The research question is simple
The data is not likely to be re-analysed

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Advantages and disadvantages of different methods

Transcriptions
Participants in
analysis
Resources

Tapes and observers

notes

+ Different people can

participate in the
analysis
- Financial and human
resources are needed

Availability of data for

reanalysis

+ Data is available for

later re-analysis or to
corroborate findings

Time

Reliability

Type of investigation
Privacy concerns
Use of analysis
software

Amount of time required

to produce complete
transcriptions
+ Improves reliability

Allows to compare different

segment of population

+- Data is available for later

re-analysis but storage
on tape can delay
access
+ Results can be
produced in a short
amount of time
+ Reliability can be
checked recurring to
tapes.

To get rapid feedback from

a specific sector of
population
- In some case it is not possible to record an interview
through audio and video (i.e. when privacy and
security are a concern)
+ Can be employed

Ensure that all

relevant data are
captured

Stand alone notes

The researcher who
conducted the data
gathering is pivotal
+ Require very limited
human and financial
resources
- To be used when data
are not likely to be reanalysed
+ To be used when time is
short and results are
needed fast
- Reliability strongly
dependent on note
taking skills of
researchers and her/his
interpretations
To be used when the
research question is simple

Software cannot be
employed without
transcriptions

Field notes should always accompany the verbatim.

RECORDING THE CONTEXT

FIELD NOTES
Asking the right questions and recording the answers given verbatim will not always ensure that the most
relevant data are captured. It is important to complement them with field notes.
For field notes to be useful, they should be:

Promptly produced
An evaluator conducting interviews and observations should write up full field notes immediately or at
least within 12 hours.
Comprehensive
Include a complete description of context and activities: people, events, what is heard, conversations,
and physical settings. Include photos and audio-visual material when appropriate. Clearly label and
classify such material (e.g. time and place a photo was shot).
Clear
Be careful to distinguish verbatim accounts from those paraphrased or based on recall. Evaluators who
"process" data into categories while writing field notes can make subsequent analysis difficult. The
words of the interviewee in all their detail are lost in this approach.
Precisely archived
Make them readable and in chronological order along with the rest of the raw data. They can then be
analysed for data categorisation and classification.
SOURCE
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