UNIT 5 COLLECTION OF DATA

Structure
5.0 Objectives
5.1 Introduction
5.2 Factors Affecting Choice of Data
5.3 Problems in Collecting Primary Data
5.4 Methods of Collecting Primary Data
5.4.1 Observation
5.4.2 Personal Interviewing
5.4.3 Through Local Reports and Correspondents
5.4.4 Questionnaire
5.4.5 Schedule
5.4.6 Choice of Method
5.5 Sources of Secondary Data
5.5.1 Published Sources
5.5.2 Unpublished Sources
5.6 Precautions in Using Secondary Data
5.7 Advantages and Disadvantages of Secondary Data
5.8 Let Us Sum Up
5.93 Key Words
5.10 Answers to Check Your Progress
5.11 Terminal Questions

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5.0 OBJECTIVES "

After studying this unit, you should be able to :

describe the factors affecting choice of data
explain the problem5 of collecting primary data
narrate the different methods of collecting primary data
state the sources of secondary data
explain the precautions to be taken while using secondary data, and
describe the advantages and disadvantages of using secondary data.

5.1 INTRODUCTION

In Unit 2 we have briefly discussed the meaning of primary and secondary data, different
methods of collecting primary d a t ~and thegources of obtaining secondary data. In this unit
we will discuss in detail the various factors determining the choice of dita, the problems in
collecting primary data, and different methods of collecting primary data. You will also study
the merits and limitations of secondary data, sources of secondary data, and the precautions
one should observe in using secondary data.

5.2 FACTORS AFFECTING CHOICE OF DATA

As you know, statistical data can be categorised as primary and secondary data. Primary data
refers to the data collected for the first time by the investigator as original data. Primary data
are generally in the shape of raw material to which statistical methods have to be applied for
analysis, If the investigator collects data which has been collected and p r o d by someone
else also, such data is referred to as secondary data. Secondary data is generally in the shape of
finished product since it has already been treated in some form or the other. When you plan a
statistical survey, you have to indicate whether you should collect primary or seoonclary data.
This is a basic qukstion which must be settled in advance before you 8taR data collection. The
choice of data depends on several factors which are stated below :
1) Object of the enquiry
2) Scope qf the enquiry
3) Financial resourca
Collection, Classification and 4) Time factor
Presentation of Data 5) Status of the investigating agency
6) Human resources
7) Availability of secondary data
8) Degree of accuracy desired

1) Object of the Enquiry : This is the most important factor affecting the choice of data. You
should collect the data which can serve the object of the enquiry. The object will indicate
the type of information required for the survey. If the objective of the study is served by the
primary data, you have to go for primary data.
2) Scope of the Enquiry : Scope refers to the coverage of the survey with regard to the type
of information, the subject matter, geographical area covered, etc. If the information to be
obtained happens to be quite comprehensive and basic, the primary data would prove to
be more suitable.
3) Financial Resources : Finance, in fact, is a big constraint in statistical survey and you have
to act within this limitation. The availability of funds determines, to a large extent, the type
of data to be used in an investigation. In most of the cases, collection of primary data
'requires more funds than the secondary data. When funds are very limited, we usually go
for secondary data. If adequate finance is available, then we can plan for collecting primary
data.
4) Time Factor : The required time for the collection of primary data and secondary data
should also be considered in deciding whether to select primary data or to use secondary
data. Collection of' primary data requires relatively more time than the collection of
secondary data. If there is sufficient time for the accomplishment of the investigation, we
may use primary data. But if the time is a constraint, then we should consider secondary
data. The time factor. thus, affects the type'of data to be collected for the survey.
5) Status of the Investigating Agency : This is another important factor in making choice of
data to be collected. Much depends upon whether the investigating agency is the
Government or some public organisation/institution or an individual. In the first case one
can think of collecting primary data oncalarge scale. However, for individuals, it is very
difficult to collect primary data on a large scale. For an individual it is economical and
practically feasible to use secondary data. Public organisations or institutions may also take-
up field surveys for obtaining relevant information but that may not be the case with
private organisations. The Government or the public institutions can afford to spend more
money and employ adequate number of trained and competent staff for the collection of
primary data. But individuals or private organisations have lots of constraints in this regard.
6) Human Resources : Availability of human resources also affects our choice concerning
the data. As you know, for collecting primary data you require more persons. If you have
competent and well trained staff you can easily organise field surveys and may collect
primary data. If you do not have enough human resources, you can plan to use secondary
data for your investigation.
7) Availability of Secondary Data :Secondary data can be made use of only if they are
available. If the secondary data are not available or if they are not adequate or not suitable,
there is no alternative except to collect primary data.
8) Degree of Accuracy Desired : The choice of data alp0 depends upon the degree of
accuracy desired. Before making the choice of data, we have to decide on the degree of
accuracy desired. If the secondary data attain the same degree of accuracy as desired in the
present investigation, you can use secondary data. Otherwise it is advisable to plan for
collecting primary data that fulfil the requirement of the desired level of accuracy.
Among all the factors discussed above, no single factor can form the basis of our choice for
data. Keeping all the factors in view, a decision has to be taken whether to use primary or
secondary'data.

5.3 PROBLEMS IN COLLECTING PRIMARY DATA

We have discussed various factors which influence the decision relating to the choice of data.
Now, let us discuss the problems involved in the collection ofbprimary data. In fact, the
problems in collecting primary data are different from the problems we face when we collect
 Collectionof Datn
secondary data. When you go for primary data, you generally confront the following problems:

1) When you decide to collect primary data, you have to plan the field work quite
comprehensive!y. This is necessary because the quality of result of an enquiry depends, to a
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large extent, on the preparations made before starting the data collection. Various steps in
planning the enquiry were already discussed in Unit 2.
2) TO collect the primary data, the unit in terms of which the data have to be gathered must
' be very clearly and unambiguously stated. The unit must possess the entire characteristics of
a good statistical unit. Properly defined unit is a prerequisite for smooth collection of
primary data.
3) The problem concerning the technique of data collection is also to be looked into. As you
know, ttiere are two techniques of data collection : (i) Census method, and (ii) sample
method. The former method requires the collection of information from all the units in the
population whereas the latter method obtains information from only a part of the universe.
The investigator must decide which technique he will use. The choice would depend upon
the availability of resources, the time factor, nature and scope of enquiry and similar other
factors. In case of sampling technique, the sampling design has to be carefully specified.
4) Developing the frame is another problem which has to be set prior to the collection of
data. '~rame;refers to a list, map or other specification of the units which constitute the
available information relating to the population designated for a particular enquiry. Data
can be collected easily if a suitable frame already exists. Otherwise a suitable frame has to
be developed before embarking on the collection of data.
5 ) Before collecting priniary data it is necessary to decide on tht; degree of accuracy desired.
As you know, a reasonable level of accuracy is desired in all statistical enquiries. The
desired level of accuracy is to be determined keeping in view the object and purpose of
enquiry.
6) Designing the forms for the collection of data is another problem in the context of
collecting primary data. Careful attention should be given to the des!gning of various forms
(viz., questionnaire, schedule, etc.) that will be used. They should be designed in such a ,
way that required infdnnation can be collected thrpugh them. Before the commencement
of data collection, thk forms should be pre-tested,in order to examine their effectiveness. If
someshortcoming$are identified in the pre-testing, the same should be eradicated before
finalising the instrument i.e., the form.
7) The selection, training and ~u'~ervision of the field staff is more important for the collection
of primary data than is necessary in the case of secondary data. Since the success of survey
depends upon the field staff, it is essential ihat they are propefly selected, thoroughly
. trained and their work closely supervised. The enumerators selected should be honest,
intelligent and hard working. They should be able to elicit the needed information from the
respondents.
8) Then comes the problem of exercising control over the quality of field work. Occasional
field checks should be made t o ensure that the interviewers are doing their assigned job
sincerely and efficiently. A careful watch should be kept for unanticipated factors in orders
to keep the data collection work as much realistic as possible. In other words, steps should
be taken to ensure that the data collection work. is under control so that the information .
collected is in accordance with the pre-defined standard of accuracy. The collected data
should be checked for omissions, inconsistencies, and other errors before they are passed on
, for further processing.
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9) In spite of the best effart, the problem of non-response F a y remain. Some suitable '
method(s) should be designed to.tackle this problem. One method of tackling the problem
. of non-response is to make a list of non-respondents and take a small sample of them and
efforts can be made for securing response with the help of experts. But in any case
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enumerators should not be allowed to substitute for anyone who is not considered to be a
1 good respondent. Otherwise the bias would creep in the collected information. Proper
I organisation has to be set up so that the data collection work proceeds smoothly. This
problem is more serious particularly in big enquiries or investigations. You must
judiciously select the method(s) of data collection (like observation, questionnaire,
schedule, interview, etc.) which may prove appropriate for your study. Of course, while
making a choice of the method to be used, you should pay attention to the nature and
object of enquiry, availability of funds, the time factor and precision required,
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Check Your Progress A
1) Differentiate between primary and secondary data.

2) List the factors that affect the choice of data to be used in an investigation.
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3) Mention five problems with which the investigator is generally contronted while collecting
primary data.

4) State whether the following statements are True or False.

i) It r ~ k e more
s time to collect secondary data compared to primary data.
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ii) National income data collected by the Government is a secondary data in the hands
of a researcher who uses it for his study.
iii) Any single fac;or, considered in isolation, should not form the basis of our choice of
data.
iv) There is no difference in the problems confronted by the investigator whether he
collects primary data for himself or uses secondary data.
v) Secondary data should be used after it has been ensured that it is reliable, adequate
and suitable.
vi) The problem of developing a suitable frame arises while using secondary data.
vii) The problem of selection, training and supervision of the field staff arises whenever
we collect primary data irrespective of the method we use for ,the purpose.
viii) Problem of non-response is a major problem in case of secondary data.

5.4 METHODS OF COLLECTING PRIMARY DATA

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There are many methods for the collection of primary data and any one of them can be
employed depending upon the nature of the survey. In Unit 2 you studied in brief about these
methods. Now let us study about them in more detail.

5.4.1 Observation
Observation is a systematic viewing, coupled with consideration of the seen phenomena. The
Concise Oxford Dictionary defines obsewation as accurate watching and noting of phenomena
as they occur in nature with regard to cause and effect or mutual relations. The required
infohation is obtained directly through observation rather than through the reports of others.
In the case of behaviour one finds out what the individual does, rather than what the
individual says he does. If the informants are unable to provide the information or can' give
only very in exact answer, questioning is not useful and observation is the only way to proceed.
For instance, when you are studying the Oehaviour of small children who cannot speak, you
can collect the information by abserving the children under different circumstances. You
 should remember that all phenomena are not open to observation. Even if a phenomenon is CoUection of ~ a t q
open to observation, it may not find a ready observer at hand.
Observation may be participant observation or non-participant observation. In Participant
Observation Method the observer joins in the daily life of the group or organisation he is
studying. He watches what happens to the members of the community and how they behave.
He also engages in conversation with them to find out their reactions to, and interpretations of,
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the events that have occurred. In the Non-Participant Observation Method in order to
collect information the observer will not join the group or organisation he is studying but will
watch it from outside.

Merits : This method has the following advantages :

.I)This is the best suitable method when the informants are unable to provide information or
can give in exact information.
2) This method provides first hand information and provides deeper insights into the problem.
Therefore, this is useful for intensive studies.
Limitations : This method suffers from the following limitations :
1) In many cases, you cannot predict when the events occur. So a phenomenon which is open
to observation may not find a ready observer at hand.
2) The observer should be very objective in interpreting the events he has observed.
Otherwise, the bias of the observer may creep into the results.
3) This is not suitable for largk scale extensive studies.
4) The presence of the observer may influence the behaviour he is observing. In such cases he
may not get the actual information.

5.4.2 Personal Interviewing

Under this method data are collected by the ihvestigator himself through interviews. Therefore,
the enquiry is intensive rather than extensive. Under this method the investigator meets the
informants personally, asks them questions pertaining to enquiry and collects the desired
information. Thus, if a person wants to collect data on the wages of workers of the National
Ball Bearing Company, he would go to the factory site of this company, contact the workers
and collect the relevant information. Thus, this method is generally used in small size surveys
confined to a small locality.
Interviews can be formal or informal. In Fonnal Interviewingset questions are asked and thc
answers are recorded in astandardisedform. This is the practice in large scale interviews
where a number of investigators are assigned to the job of interviewing. In a formal interview,
the interviewer's bias is minimised. This type of interview is most suitable when you know
very clearly what type of information you require for your survey. In the case of Informal
Interviewing, the investigator may not have a set of questions but have only a number of key
points around which to build the interview. The interviewer is at liberty to vary the sequence
of questions, to explain their meaning, to add additional ones and even to change the wording.
Informal interviews are preferred in the case of an explorative survey where you are not sure
about the type of data you collect.

Merits : The major advantages of this method are as follows :

1) The response of the persons interviewed is more encouraging as most people are willing to
supply information when approached personally.
2) The information obtained is likely to be more accurate because the doubt of any of the
informants can be cleared by the investigator himself.
3) Additional information about the personal characteristics of informants which are helpful
in interpreting the results later on may as well be collected.
Limitations : The limitations of this method are as follows :
1) Major limitations of this method'are t k subjective factors or the biases of the investigator
coming in either consciously or unconsciously.
2) It is a costly and time consuming method especially when the number of perso-ns to be
interviewed is large and they are spread over a wide area. So, this is not suitable for big
surveys.
Collection, ClwIRcation and 5.4.3 'Through
- Local Reports and Correspondents
Presentation of Data
Under this method the invtstigator appoints local agents or correspondents in diiferent places
of the field of en~uiryand the relevant information is obtained through them. These
corresDondents and transmit the information to the office of the investigator.
~ e w s p a ~agencies
er generally adopt this method. This method is also used by various
departments of the Government in cases where regular information is to be collected from a
relatively wide area. In case of making crop estimates or for obtaining regular infomation
regarding prices of different commodities for the preparation of price index this method is
used.

Merits : The chief merit of this method is that it is comparatively cheap and also gives
approximately good results. The method is equally appropriate for extensive enquiries.

Limitations : The danger of entering personal bias of the correspondents in the reports
submitted by them at more or less regular intervals is, however, great in this method. Thus, it
6 necessary that the correspondents or the agents appointed for the purpose must be selected
very carefully and trained properly.

5.4.4 Questionnaire
Collection of data through quest~onnairesis the most popular method for collecting primary
data. A questionnaire is'a List of questions pertaining to the enquiry. Under this method a
questionnaire is sent to various informants with a request to answer the questions and return ;
the questionnaire. The questionnaire is mailed to the respondents who are expected to read thq
questions and record their response in the space meant for the purpose on the questionnaire
itself. The respondents have to answer the questions on their own. This method is extensively ,
employed in various economic and bus~ncsssurveys.

Merits : The clerits of this method are as under : I

1) This method is very economical particularly when the universe is large and spread I
geographically on a vast area.
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2) Since the answers happen to be in the respondent's own words, he/she is free from the bias'
of the interviewer.
3) Respondents can take their own time to answer the questions. So they give well thought
out answers.
4) Respondents that are at remote places and are not easily approachable can also be reached
conveniently.
5) Large samples can be covered and thus the results can be more dependable and reliable.

Limitations : This method also suffers from the following limitations :

1) Sometimes the respondents do not bother to return the questionnaires. So there is the
problem of low rate of return of the duly filled in questionnaires. And also bias due to non-
response cannot often be determined.
2) Questionnaires can be circulated only among the respondents who are educated and
cooperative. .
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3) Once the questidnnairesare sent to the respondents, the investigator cannot change or
modify the questions for individual respondents.
4) There is no flexibility because of the difficulty of amending the approach once the
questionnaires have been despatched.
5) There is also the possibility of ambiguous replies or omissiol~of replies to certain questions.
Interpretation of omissions is difficult.
6) It is difficult to know whether willing respondents'are truly representative.
7) This method is likely to be the slowest of all, because the respondents take their own time
to return the filled in questionnaires.

Before sending them to the respondents, it is advisable to conducl n 'Pilot Survey' for pre-
testing it. Pi!ot Survey is in fact the replica and rehearsal of the main survey. From the
experience gained in this sort of sbrvey, changes can'be made in the questionnaire for the final
collection of data. The pre-testing'is necessary particularly in case of a big enquiry.
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 Features of a Good Questionnaire : In order to make the questionnaire more effective, it Collection of Data
must be very carefully drafted. The' form and tone of the questionnaire must be designed so as
to bring in the personal element which is lost in the mailed questionnaire. The following are
the qualities of a good questionnaire :
1) It should be short and simple.
2) Questions should proceed in logical sequence starting with easy questions and then moving
on to more difficult ones. Personal questions should generally be avoided or may be left to
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the end.
3) Questions may be dichotomous (yes or no type), or multiple choice. Open ended questions
are dificult to analyse and should be avoided to the extent possible.
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I 4) In order to ensure the reliability of respondent there should be some control questions.
1 They introduce a cross-check to see whether the information collected is correct or not.
I5) Adequate space for answers should be provided in the questionnaire itself. There should
always be provision for indications of uncertainty e.g., "do not know", "no preference".
; and so on.
, 6 ) Layout and design of the questionnaire should also be attractive so that it may attract the
attention of the respondents.

5.4.5 Schedule

This method of data collection is similar to that of the questionnaire. The schedule is also a
proforma containing a set of questions. The'difference between the questionnaire and the
schedule is that the schedule is being filled in by the enumerators who are specially appointed
for the purpose. These enumerators go to respondents with the schedules and ask them the
questions from the schedule in the order they are listed. The enumerator records the replies in
the space meant for the same in the schedule itself. In certain situations, schedules are handed
over to respondents and the enumerators help the respondents in recording the answers.
Enumerators explain .the objectives of the investigation and also remove the difficulties which
the respondent may feel in understanding the implications of a particular question(s) or the
definition or concept of difficult terms. Thus, the essential difference between the questionnaire
and schedule is that the former (i.e., questionnaire) is sent to the informants by post and in the
latter case the enumerators carry the schedule personally to informants and fill them in their
own handwriting. This method is usually adopted in investigations conducted by governmental
agencies or by some big organisations. For instance, population census all over the world is
conducted through this method.

Data collection through schedules requires enumerators for filling up schedules and as such
they should be very carefully selected. They should be trained to perform their job well. They
should be intelligent and must possess the capacity of cross-examination in order to find out
the fact. Above all, they should be honest, sincere, hard working and should have the patience
and perseverance. In drafting the schedules, all points stated for a good questionnaire,
must as well be observed.

Merits : The main advantages of this method are as follows :

1) It can be adopted in those cases where informants are illiterate.
2) The problem of non-response is avoided as the enumerators go personally to obtain the
information.
3) The method is very useful in extensive enquiries and can lead to fairly reliable results.
4) The identity of the respondent is known which is not always clear in case of a
questionnaire.
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I Limitations : This method has the following limitations :

1) This method is very expensive as enumerators are generally paid persons. Money also has
to be spent in training them.
2)' Another limitation is that if the investigator is not good in interviewing, most of the
information collected by him may be unreliable.
1 3) Since the investigator is present when the respondent is giving the answers, the respondent
: may not give answers to some personal questions freely.
Collection, CIwification and 5.4.6 Choice of Method
Presentation of Data
As discussed above, there are several methods for the collection of primary data. You have to
choose the best suitable method for your study. You must make your choice of method very
judiciously so that the method chosen will be quite appropriate and effective. For this purpose,
you should consider (i) nature, scope and object of enquiry, (ii) availability of funds, (iii) the
time factor, (iv) the precision required, (v) other relevant factors as stated in Section 5.2 above.

But you should always remember that each method of data collection has its own advantages
and limitations and nane of them is suitable in all situations. For instance, the observation
method is suitable for intensive field surveys to be conducted when the incident is really
happening. The interview method is considered suitable in cases where indirect sources of
information are required to be tapped because direct observation is not possible. Information
through local reports and correspondents is considered a suitable method when information is
to be obtained at regular intervals from a relatively wide area. The questionnaire method is
appropriate in extensive enquiries where informants are spread over a wide area. This method,
however, can be adopted only when the respondents are educated and capable of filling in their
responses themselves. Data collection through schedules is suitable in casc of extensive
enquiries spread over a wide area wherein informants may not always be literate. This
method, however, requires lot of funds, relatively more time and a team of dedicated
enumerators. Due to its high rate of response this method is usually adopted b y the
Government in extensive enquiries such as the population census.
In case funds are available and more information is desired, personal interview method can
easily be adopted provided the enquiry is confined to a limited area. In case there is sufficient
time and limited funds the questionnaire method will be more suitable. Where a wide
geo4raphic area is to be covered, the use of questionnaires supplemented by personal interview I
will yield more reliable results. In short, the most desirable approach while making a choice of
method depends on the nature of the particular problem and on the time and resources
(financial as well as human) available along with the desired degree of accuracy. Above all
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those, much depends upon the ability and experience of the investigator. In this context
A.L. Bowley's remark "in collection of statistical data commonsense is the chief requisite and
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experience is the chief teacher", is quite appropriate.
Check Your Progress B I
1) Differentiate between an interview and a schedule.
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2) Distinguish bctween a questionnaire and a schedule.

3) Distinguish between an observation and a interview.

 4) Name the appropriate method of primary data collectior. under each one of the following
situations :
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Situation Appropriate Method

i) Intensive survey is to be conducted when the incident ...........................................

is really happening.
ii) When the information is to be obtained at regular ...........................................
intervals over a wide area.
iii) In extensive enquiries where literate informants are ...........................................
spread over a wide area and you have enough time.
iv). When time is ample, funds are limited, much informa- ...........................................
tion is to be gathered, area to be covered is wide
consisting of literate persons.
v) When time is ample, funds are available area is wide, ...........................................
all persons may not be literate, team of sincere and
honest enumerators is available.
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5.5 SOURCES OF SECONDARY DATA

We have discussed various problems and methods for the collection of primary data. Now let
us discuss the secondary data. In case you decide to collect secondary data, you have to look
into various sources from where you can obtain it. Themurce from which you actually collect
the data depends upon the nature of the problem. The sources of secondary data can broadly
be classified into two categories : i) pubished, and ii) unpublished sources. Let US discuss these
two sources in detail.

5.5.1 Published Sources

Data is published and made available to all the interested parties. Usual sources of pubiished
data are the following :
1) Reports and official publications of the central and state governments.
2) Various publications of foreign governments or of international bodies and their subsidiary
organisations such as the World Bank, International Monetary Fund, United Nations
Organisation, etc.
3) Semi-official publications of various local bodies such as municipal corporations, district
boards, etc.
4) Private publications, such as :
' i) Technical and trade journals such as Commerce, Capital, etc.
ii) Publications of professional bodies like the Institute of Chartered Accountants of
India, Institute of Company Secretaries, Institute of Bankers, etc.
iii) Publications of trade and industry organisations like the Federation of Indian
Chambers of Commerce, Stock Exchanges, etc.
iv) Annual reports of banks and joint stock companies.
v) Reports prepared by research scholars, universities, economists, etc.
vi) Public records and statistics, historical documents and other sources of published
information such as books, magazines, newspapers, etc.

5.5.2 Unpublished Sources

All statistical material is not necessarily available in published form. There are various sources
of unpublished data which can also be used wherever necessary. Unpublished data may
generally be found in diaries, letters, unpublished biographies and autobiographies.
Unpublished datii may also be available with scholars and research workers, trade associations,
labour bureau and other public/private organisations and individuals. . .
!collection, Classification and Thus, there is a vast amount of information available both in published and unpublished
Presentation of Data sources which constitute the basis for several statistical studies. The investigator may use one
or more sources suitable for his project.

5.6 PRECAUTIONS IN USING SECONDARY DATA

As you know, the secondary data has been collected and analysed by someone else. Therefore,
while using it you should be very careful. You have to study the data carefully because it may
be unsuitable or may be inadequate in the context of your study. It is never safe to take
published statistics at their face value without knowing their meaning and limitations. You
should always keep in mind the following precautions before using secondary data :
1) Reliability of Data : Secondary'data should only be utilised if they are found reliable. The
reliability can be tested by examining the following aspects :
i) Who collected the data?
ii) What were the sources of data?
iii) Were they collected in a proper manner?
iv) At what time were they collected?
V) Was the compiled biased?
vi) What level of accuracy was desired? Was it achieved?
If the collecting agency happens to be some government institution or international
organisation or other competent authority, the secondary data can be taken as more reliable
compared to the data collected by individuals or by some private organisation that is not well
reputed. Secondary data collected from published sources of,govemment departments and
corporations established under the Act of Parliament, and international institutions are reliable.
2) Suitability of Data : The data which may be suitable in one enquiry may not necessarily
be suitable in another enquiry. S o you should examine whether the data is suitable for your
study or not. If the available'data is found to be unsuitable, it should not be used. So, you
must carefully scrutinise the definition of vaf ous terms and units of data collected.
Similarly, the object, scope and tlature of the original enquiry must also be studied. If these
aspects are not found sound, the data will not be suitable for the relevant enquiry and
should not be used. For example, you are conducting a survey on wage levels including
allowances of workers. If the secondary data is available or!y on basic wages, such data is
not suitable for the present enquiry.
3) Adequacy of Data :Adequacy of the data has to be judged in the light of the
requirements of the &wey and the geographical area covered by the available secondary
data. For example, if our object is to study the wage rate of workers in cotton textile
industry of India and the published reports provide the data on wage rates of workers in all
industries together, then the data would not serve the purpose. The question of adequacy
may also be considered in the light of thetime period for which the data are available. For
example, for studying price trends we may require data for the last 20 years but the
secondary data is available for the last 4 years only. Here the available data would be
inadequate and would not serve our object. Similarly, if the level of accuracy achieved in a
given data is found inadequate for the purpose of a relevant enquiry, such data should not
be used by the investigator. .

Thus, we should,use given.secondary data if it is reliable, suitable and adequate. If secondary

data is.available from authentic sources and also suitable and adequate for the
particular study, it will not be economical to spend time, energy and money in organising field 1
survey for collecting primary data. Thus, if the suitable secondary data is available, as
discussed above$ should be utilised with due precaution.

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5.7 ADVANTAGES AND DISADVANTAGES OF
SECONDARY DATA
There are certain advantages and disadvantages in using the secondary data. Let us now
discuss them.
 Advantages Collection ofData
1) ~t is much more economical to use secondary data as we do not need to spend money on
printing data collection forms, and hiring large numbers of enumerators.
2) Secondary data, if available, can be obtained more quickly compared to primary data.
Secondary data can be collected in a few days whereas it may take months to complete
field work for obtaining primary data. As such the investigation may be accomplished in
lesser time with the help of secondary data.
3) Secondary data facilitates the work of individual investigator or research organisation when
they .find it impossible to collect primary data with regard to several subjects. Census data,
national income data, etc., cannot be collected by an individual but they can be easily
obtained from government publications.
4) The worldwide data concerning diverse phenomena like world trade, industry, population,
health, etc., are usually obtainable through secondary sources published by international
agencies like United Nations Organisation, World Bank, International Monetary Fund. etc.
5) At time, there may be lots of usable information in the already available data which can
well be utilised by the investigator and he can even have new insights concerning the
problems he is studying.
6) Most statistical analysis in practice rest upon secondary data since they are readily available
in many cases in diverse fields. We use primary data only when secondary data do not
provide an adequate basis for analysis.

Disadvantages
1) Secondary data is very risky and is to be used only when their reliability, suitability and
adequacy have been ensured. If this is not done, the results of the investigation may not be
fully correct.
2) It is difficult to find secondary data which exactly fit the needs of your investigation.
3) There is also the problem of finding secondary data which is sufficiently accurate. Due to
bias, inadequate size of mmple, errors of ldefinition, etc., the secondary data may be
erroneous.
4) Many times, secondary data are not available and in such situations we have to
compulsorily collect primary data.

Check Your Progress C

1) Write names of five published sources of secondary data.

.................................................................................................................................................................
2) What are the basic factors to be kept in mind while using the secondary data.

.................................................................................................................................................................
3) State whether each of the following statements is 'True or False.

i) Using secondary data is always economical than using primary data.

ii) Secondary data is always available in published sources.

iii) Secondary data when used witl~outverifying the suitability, reliability and adequacy
may not yield correct results.

iv) Secondary data which is not published is not reliable.

Collection, ClassiRcalion and
Presentation of Data 5.8 LET US SUM UP
Statistical data can be either primary data or secondary data. Primary data means the data
which is collected for the first time as original data. Secondary data,refers to the data collected
and processed by someone else earlier and is being used now in the present enquiry. Important
factors which affect the choice of data are : 1) object and scope of enquiry, 2) financial
resources, 3) the time factor, 4) status of the investigator, 5) human resources, 6 ) precision
required, and 7) availability of secondary data.
. There are several problems in the collection of primary data. Important among them are : The
problem of defining the unit of data collection, the problem concerning the technique of
collection, the problem of developing the frame, the problem of deciding the degree of
accuracy, the problem of designing questionnaire/schedule, selection and training of
enumerators, the problem of tackling non-response, the problem of control of the field work
and other administrative aspects. '

There are several methods of collecting the primary data viz., observation, interview,
information from correspondentsand local reports, questionnaire and schedules. Each of these
methods has its own merits and limitations. As such no one method is appropriate in all-
situations. The investigator must make a choice of one Qr the other method as per the needs of
the situation after taking into consideration the object and nature of enquiry, availability of
funds, the time factor and the precision required.
Secondary data may be obtained from both published and unpublished sources. Secondary
data should always be used with precautian. It should be used after ensuring reliability,
suitabiiity and adequacy, otherwise it may result in misleading conclusions. Secondary data .
have certain advantages and disadvantages.

- -

5.9 KEY WORDS

Enumerators : Persons u 5 go to respondents and gather information from them through pre-
designed schedules.
Interview : A method of collecting primary data by meeting the informants personally and
asking them questions.
Non-response : Problem of not getting the questionnaire duly filled in by the informants,
Observation : A method of collecting the information by observation when the incident is h

actually happening.
pilot Survey : Replica and rehearsal of the main survey. The cxperiet~cegained through the
pilot 'survey is made use of in finalking the questionnaire. I

Primary Data : Data thai is.collected for the first time as original data.
Pubfished Sources : Sources which contain published statistical information.
Questionnaire : An jnstrument.for collection of primary data containing a list of questions
pertaining to enquiry, generally sent by post to informants and the respondent himself writes
the answers.
Schedule : An instrument for'the collection of primary data which contains a set of questions
to be filled in by the enumerators who arespecially appointed for the purpose.
Secondary Data : Data which were collected and processed by someone else but are being
used in the present enquiry.

5.10 ANSWERS TO CHECK YOUR PROGRESS

A) 4) i) Fasle ii) True iii) True iv) False v ) ' ~ r u evi) False vii) False viii) False.
B) 4) i) Observation Collection of Data

ii) Through correspondents and local reports

iii) Questionnaire
iv) Questionnaire
v) Schedule
C) 3) i) False ii) False iii) True iv) False

5.11 TERMINAL QUESTIONS

1) Diffeientiate between primary and secondary data. Describe the factors that affect the
choice of data to be used in an investigation.
2) Dacribe the problems that are usually confronted by th'e investigator when he decides to
collect primary data.
3) Explain various methods of collecting primary data and also narrate their merits and
demerits.
4) "It is never safe to use secondary data without proper scrutinisation" explain.
5) What are the sources of secondary data? Explain the advantagei and disadvantages of
using secondary data.

Note : These questions will help you to understand the unit better. Try to write answers for
them. But do not'submit your answers to the University. These are for your practice
on1y.