Large Survey Process Step 6
Step 6a. Please review WFU’s data classification definitions and select the most sensitive data classification you will collect.
How sensitive are the data you are collecting? Knowing this will help inform other parts of the process, like who should have access to the data and how long it should be retained. Remember that sensitive data have to be properly secured and there should be a strong business case for collecting such data.
Why do we ask this question on the Large Survey Request Form?
Knowing the sensitivity of the data helps us advise you on how to store the data, how long to retain it, and if there are ways to decrease the sensitivity level of the data by reframing some of the questions.
Tips for best practice
- Seek advice from WFU Information Systems (IS; ) about how to properly classify the data and the implications of each classification type.
- If possible, try to reframe the questions to decrease the sensitivity level of the data.
Step 6b. Where will your survey data be stored, and how will it be secured to prevent unauthorized access?
For example, are the data stored locally in the WFU system (i.e., ‘on a network drive’) or in the WFU cloud (i.e., ‘Google Drive’)? Are the data stored at a third party (e.g., ‘Maxient’)? If a third party, what is the name of the third party? Has Information Security reviewed this vendor’s security controls?
Why do we ask this question on the Large Survey Request Form?
Where the data are stored informs decisions around data security and who has the ability to access it. It’s important to consider where the data will be stored, how viewing permissions will be assigned, and exactly who will have access. Please consult IS for advice on proper data storage and management practices and available software options.
Tips for best practice
- Work with WFU IS to govern, restrict, and monitor data access on a need-to-know basis
- Use a VPN when accessing and viewing the data on public WiFi networks
- Avoid transmitting the data via email
Step 6c. How long will you retain your raw survey data?
How did you arrive at your data retention strategy and the time length? Are there laws, compliance requirements, grant stipulations, and/or business reasons to keep data for specific lengths of time? How will data be removed after the retention period?
Why do we ask this question on the Large Survey Request Form?
Especially where sensitive data have been collected, data retention policies should be in place to reduce the risk of security breaches and free up storage space that is needed for other data. Additionally, having retention policies will enable quicker analysis and utilization of the results.
Tips for best practice
- Check that the type of data being stored doesn’t have regulations from legal entities or policies.
- Use automated processes to manage the established data retention policies.
- Document the established data retention policies and share them with your team.
- Back up data in case it gets lost in its primary location.
- Reference WFU’s data retention policy.
Step 6d. Who will have access to the raw survey data while it is retained?
Will only those in your immediate work group have access to the data? How will you manage the process of requesting and granting permission? We can help you develop a strategy to ensure your data can be accessed by those who need it and is kept secure to prevent others from using it.
Why do we ask this question on the Large Survey Request Form?
It’s important to develop a data access strategy to ensure that only those with a need to know are allowed to view and analyze it. This is especially important if some users are outside of your immediate work area, as they may analyze and use the data in ways that weren’t intended.
Tips for best practice
- Establish an access request and approval procedure to maintain a history of access.
- Only grant access to individuals who have a clear business need for having access to it.
- Send individuals with access a list of best practices when accessing and using the data.
Step 6e. How will you share your results?
Sharing your results tells your survey participants that you valued their time and you plan to do something with their responses. One reason fewer people are participating in surveys is that they feel like their survey responses don’t matter. By sharing your results, you encourage people to participate in future surveys.
Sharing your survey results also helps other faculty and staff on campus learn about your findings. Your survey results could save someone else a lot of time and energy!
Why do we ask this question on the Large Survey Request Form?
Because sharing your survey results is so important, we want you to create plans for sharing your results early in the development of your project.
Tips for best practice
• Tell your participants when and where you plan to share your results in your advertising materials and survey invitation emails.
• Set deadlines to keep yourself accountable.
• Sometimes you can’t distribute your survey results broadly because the results might identify participants, violate privacy laws, or cause other harmful side effects. When you know you will not distribute your survey results, let your participants know in the invitation materials you send them.
Questions? Contact us at