Published on May 06, 2019

Most researchers around the world use data capture tools like Microsoft Excel, Microsoft Access, Google Forms or SPSS to capture data for their research. Although these data capture tools can be helpful, they also have several shortcomings and limitations.

Advantages of these data capture tools

  • Familiar for most: Most researchers are familiar with Excel, Access, Google Forms and SPSS and have used them at one time or another.
  • No new training necessary: Most researchers do not need any training for using these general-purpose tools due to previous experience using them. Even if they have not, these applications are easy enough to master on your own.
  • Import and export of data is easy: Both Excel and Access allow you to import or directly link to data stored in other applications and databases.
  • Freely available for researchers: Most universities provide researchers with Excel and Access free of charge, and in some cases an additional fee must be paid for SPSS. These tools are likely to be already installed on your computer.
  • Enables easy information collection from patients: Google Forms is an easy option when collecting information directly from patients, since it can be sent out as a survey. Google Forms also makes it easy to collaborate on eCRF designs with other researchers.

Shortcomings and limitations of these data capture tools

1. Not intended for medical data capture

Excel is a spreadsheet application, Access is a database management system, and SPSS is primarily a statistical analysis application. None of these were created to conduct electronic data capture (EDC) for clinical research.

For example, although Excel and Access have data input validation features, they are cumbersome and complicated to set up. Advanced electronic data capture systems such as Castor EDC were specifically designed for medical research.

Castor EDC solves many problems medical researchers encounter when using multi-purpose tools for data capture, including:

  • Easy drop down menus: Seamlessly set field validations and limits when designing forms to enhance your data input accuracy.
  • No programming knowledge required: This means you do not need to be tech-savvy to build eCRFs. Castor EDC’s Form Builder makes it easy to set field dependencies and perform advanced calculations without any prior experience.
  • Standardization features: All data on Castor EDC is stored in a central database in a standardized format. This enables researchers and their colleagues to easily reuse data for replication and meta-analyses, combine datasets, and test new hypotheses (greatly reducing data waste and increasing the impact of research data!)
Castor Form Builder

2. Not designed with researchers in mind

Excel, Access, Google Forms and SPSS do not offer special guidance for setting up scientific studies and research projects, and this is to be expected. But this can present a challenge for many scientific researchers.

At Castor EDC, we have changed that. Castor EDC is user-friendly because it was designed for researchers, by researchers. We provide you with easy step-by-step guidance on how to set up your study. With our cloud-based web application, you can set up your study in just hours. Before you design your eCRFs or begin capturing data, you progress through a series of guided steps to set up your study and integrate your study protocols into a new study on Castor EDC.

3. No dedicated online resources for medical research

Dedicated guides and manuals on how to set up your studies in Excel, Access, Google Forms or SPSS are limited or non-existent. You might find an online forum that addresses your specific problem. However, finding information on advanced dependencies and validations will likely require hours of research.

Also, there is no guarantee you will find information that is specifically related to your study. You are basically on your own when it comes to solving complex problems associated with data validation, randomization and other issues that are important to scientific researchers.

In addition, these tools do not offer guidance on eCRF design. Excel, Access and Google Forms do not provide value added features, templates or productivity tips. As a result, many PhD researchers spend a lot of their precious time—which they could better spend on actual science—designing forms using various applications, formatting worksheets and other IT tasks.

You should not be wasting your time on these tasks.

In contrast, Castor EDC offers a wealth of online resources to guide you every step of the way, including:

  • A one-hour online workshop on all the Castor basics to empower you to easily create your own forms.
  • Our Form Exchange allows you to exchange calculations and forms with other researchers using our platform. Simply download your SF-36 or EQ-5D and plug it into your study.
  • The Castor Calculation Helper will help you get your advanced risk score calculations up and running in no time.
  • Our online manual allows you to quickly find help on any topic.


4. No one to ask if you get stuck

Besides Google, who do you ask if you get stuck in Excel, Access, Google Forms or SPSS? Some universities offer support for SPSS, but it might take a long time before you receive an answer.

Our Customer Success Team will support you along the way.

Castor Support Team

On average, our help desk responds to your queries via within one hour.

Feel free to describe your technical challenges to us and we will see how we can solve them. We guarantee an answer to your query within 24 hours on weekdays regardless of your time zone.

We take your problems and time seriously. We want every researcher to have access to a professional EDC system, not only those working in sponsored trials or pharmaceutical companies.

To us, helping medical researchers is just part of our job, not a burden. Since all of our customers are medical researchers, your problems and issues have likely been highlighted before.

Reduce study build time and capture data from any source using Castor’s top-rated EDC system. Schedule a demo to learn how.

5. Neither secure nor compliant

Because they were not developed with medical research in mind, these general purpose applications are not secure and not compliant with legislations. With regulations tightening across the world, compliance with, for example, ICH-E6 – Good Clinical Practice (GCP), is critical for all researchers involved in clinical trials.

For example, when you use Google Forms, you do not know where your data is being stored. This is a breach of national and European regulations for conducting medical research.

Castor EDC is compliant with all applicable laws and regulations for your clinical trials: ICH-E6 – GCP, 21 CFR Part 11, HIPAA, EU Annex 11, and the European Data Protection Directive. We have been explicitly validated by several hospitals, research institutes and Contract Research Organizations (CROs) that use our platform.

Castor EDC also includes an audit trail that logs every action taken in the system, in accordance with GCP guidelines.

You can select in which of our data centers you want to store your information, and we will ensure it never leaves there without your permission!

Visit our GCP overview page and Security statement to find out how our audit trail, reason for change functionality, and secure data storage help keep your data safe and compliant.

6. No support for multicenter trials

Sharing Excel, Access and SPSS files between users is messy. More importantly, it can compromise data quality and accuracy. It can also easily lead to privacy violations and data security breaches.

Excel and Access allow for assigning authorization levels and locking of different parts of the worksheet or database. But these tend to be complicated. Also, lacking proper rights management means unlocking a worksheet or database can cause all data to become accessible to everyone.

Google Forms enables collaboration but is not equipped to handle rights management necessary to ensure data is only disclosed to authorized persons.

In contrast, Castor EDC supports everything you need for a multi-center, complex trial. We have built-in features that make it suitable for multi-center Randomized Controlled Trials (RCTs) and other studies requiring collaboration and advanced rights management.

  • Each record in Castor belongs to an institute/center. Authorizations can be set up with specific details so members of your study team can only access the data they are permitted to access. You can assign authority separately for each user to Add, View, Edit, Delete, Lock, Export, Query, Randomize or Sign eCRFs, or parts of them.
User right management

Each Record in Castor belongs to an Institute.

  • You can also restrict management rights to manage records, forms, users and settings, as needed. If you are involved in many different studies, they will show up as a list when you log in to Castor.
  • If you are involved in many different studies, they will show up as a list when you log in to Castor.

7. No support for randomization

Randomization trial

Setting up randomization in Castor is easy.

If you are running a Randomized Controlled Trial, you need to carefully organize how you randomize your patients to ensure your study is being conducted in accordance with your protocol. None of the alternative tools discussed in this article have build-in randomization. So you need to resort to an external tool and feed the results back into your database to effectively randomize.

In Castor EDC, you can use a variable block randomization method that only authorized study team members can view. Read more about this in our introductory blog article on randomization in medical research.

Ready to get started? Now that you know how Castor EDC stacks up, how about giving it a try?

Did you know that half of the clinical research studies in Castor EDC are free? Find out whether your study qualifies by checking out our EDC pricing calculator.

Demo Request