Electronic versus paper-based data collection: reviewing the debate

Electronic versus paper-based data collection has been a subject of ongoing debate in the realm of medical data recording. Data is crucial for medical professionals, especially in the context of accurately documenting surgical procedures. However, managing this data can be compared to cleaning dirty laundry—sSome stains are unavoidable – we all spill wine/sauce/coffee on ourselves from time to time, which is mildly frustrating but easily discarded as a fact of life, a random occurrence. But as these occurrences become regular we might begin to ask ourselves whether something is systematically wrong.

Surgical data can be gathered through traditional paper-based records or electronic devices like tablets, phones, and computers. While there are instances where electronic records may not be suitable, it's evident that electronic data collection has become an industry standard. Despite this, resistance to this not-so-new approach still persists.

For those who may find electronic records impractical or inferior during surgical data recording, here's a cheat list highlighting the advantages of electronic data collection based on insights from various surveys conducted as part of impact evaluations:

1. Avoid mistakes before they happen.

Electronic data collection allows the incorporation of constraints to prevent errors. Automatic skip patterns and restrictions on possible responses can help eliminate mistakes that are more prone to occur with long and complex paper data records.

2. Ask the right questions.

The flexibility of electronic records enables medical professionals to ask precisely tailored questions, ensuring relevance and accuracy in the collected data.

3. Change Your Mind.

Unlike paper records, electronic data collection allows for dynamic adjustments during the process. Medical professionals can modify questions or survey structures based on emerging insights, improving the overall quality of data.

4. Get better answers.

The interactive nature of electronic data collection facilitates a more engaging experience for respondents, potentially leading to more thoughtful and accurate answers.

5. Know how work is progressing.

Electronic records provide real-time insights into the progress of data collection, allowing medical professionals to track completion rates and identify potential bottlenecks promptly.

6. Eliminate data entry error.

The need for digitizing paper-based data introduces the risk of errors during the data entry process. Electronic data collection minimizes this risk by eliminating the intermediary step, ensuring more accurate and reliable data.

There are, of course, other important advantages of electronic data collection, such as shorter record times, particularly evident in the documentation of dosage and other physiological data. The adoption of electronic methods leads to a reduction in waste and clutter, streamlining the work environment for surgical professionals who have less to carry and pay attention to during surgeries. While the use of tablets or smartphones is necessary (albeit reusable in subsequent surgeries), and a trace of handwritten records may persist, there is a potential risk of data loss. However, these challenges pale in comparison to the substantial advantages that electronic data collection offers in terms of enhancing data quality. The efficiency, precision, and overall improvements in the surgical workflow make the transition to electronic records a valuable investment for medical professionals and veterinarians alike.