Data Collection forms

[djrscally]

Hello

 

Sort of board appropriate.

 

Traditionally we annually send out data collection forms to staff and students to make sure we have the right information for them. Because GDPR I've been asked to make it be an access controlled electronic thingy this year rather than the paper forms we've historically done. Basically it's just a bunch of pre-filled fields about staff, and they correct any mistakes / fill in the blanks. No problem thinks I; I'm sure O365 Forms can do that.

 

Turns out no they can't and although I could make Adobe Forms do it I would rather find an easier alternative. Anyone have a solution for this already?

 

Dan

[leegcvcc]

Do you have wordpress anywhere? Contact forms plugin is what I used, had to secure it though with SSL obviously.

 

I think we are now going to the full SIMS Parent App but unsure what staff will do as I think they are just left to update the details with Personnel when they change. I might do a form on Wordpress for staff if it's deemed necessary.

[matt40k]

I might do a form on Wordpress for staff if it's deemed necessary.

 

Not sure that'll work. Would the form be blank and once you've submitted it, its going to... email? Insecure.

 

How do staff get payslips? If this is electronic, should this system makes sense to capture changes??

[leegcvcc]

Fair point, although apparently the majority just email Personnel with any changes!

 

As for the form, I have a 365 rule set that if the subject line contains a keyword "" then encryption is forced. This tag is included in the forms email subject field with the other variables. I'd forgotten about that.

 

In terms of Electronic Pay Slips, I doubt that fields for car registration is included unless there are custom fields available for such stuff? Possibly depends on the system used

[matt40k]

LOL! Yer, pretty sure I remember some stupid rule of old processes are ok but can't do anything insecure going forward. Its why certain things never changed in public sector. Can of worms.

 

Car reg should be - useful to have a list. Also driving license. Need it for expenses, as per mile is based on engine size \ type which is \ should be looked up via car reg.

[Edu-IT]

Not sure that'll work. Would the form be blank and once you've submitted it, its going to... email? Insecure.

 

How do staff get payslips? If this is electronic, should this system makes sense to capture changes??

Interesting. Our LA have switched to using JotForm for all HR changes (New starters, change of bank, change of address etc) and I know for sure these are sent to an email address.

[howartp]

Basically it's just a bunch of pre-filled fields

I'd check that out if I were you; we can't prefill anything on ours anymore.

[matt40k]

Interesting. Our LA have switched to using JotForm for all HR changes (New starters, change of bank, change of address etc) and I know for sure these are sent to an email address.

REALLY?!? I know a number of LAs stopped using SurveyMonkey because its outside of EU. I suspect they are using the IFTTT rather then email. Still not sure why you'd pay for it, when you've got Google or Microsoft Forms.

[Edu-IT]

REALLY?!? I know a number of LAs stopped using SurveyMonkey because its outside of EU. I suspect they are using the IFTTT rather then email. Still not sure why you'd pay for it, when you've got Google or Microsoft Forms.

Yes, very recent change. The emails go to a generic mail address with the form contents displayed in the body and there is a link to download it in PDF form too. They must have weighed up the risks and deemed it acceptable. I was surprised they were doing it this way.

[djrscally]

I'd check that out if I were you; we can't prefill anything on ours anymore.

 

Well quite; it was a bunch of pre-filled fields but unless I can find an electronic way of doing it we'll probably can that.

[howartp]

Well quite; it was a bunch of pre-filled fields but unless I can find an electronic way of doing it we'll probably can that.

 

I actually meant check the rules; we still could prefill ours as it’s a custom PHP website I’ve written, but by the rules I’ve had to stop prefilling.

[djrscally]

I actually meant check the rules; we still could prefill ours as it’s a custom PHP website I’ve written, but by the rules I’ve had to stop prefilling.

Oh; which rules do you mean?

[howartp]

It’s a while since but somewhere in GDPR guidance there was something about not pre-filling information on forms.

[mavhc]

But there's another rule that says users have to be able to see the data you hold about them, which you could do by prefilling the form

[leegcvcc]

But there's another rule that says users have to be able to see the data you hold about them, which you could do by prefilling the form

Only by their request, surely?

[mavhc]

Isn't that the point of the form though: Is the data we hold about you accurate?

 

Not: Please fill in another set of information, which may or may not overwrite the old set