Secure Automated Data Collection System for Non-Profit Organizations

The organization faces significant inefficiencies and security risks due to manual data collection processes involving downloadable, password-protected documents, which are time-consuming and vulnerable to cyber threats. The existing process hampers timely data entry and secure management of sensitive medical information, impacting service delivery and data protection compliance.

A nonprofit organization that manages sensitive client data, requiring secure, efficient, and user-friendly data collection and integration solutions.

• Implement a secure, automated data collection platform integrated with the existing CRM to streamline data entry and reduce manual effort.
• Reduce data processing time by at least 80% to improve operational efficiency.
• Enhance data security through secure transmission and storage, minimizing vulnerabilities associated with password-protected files.
• Facilitate mobile and tablet-friendly interfaces to enable end-users to complete forms conveniently across devices.
• Enable organizational staff to modify form fields and notification settings independently with minimal technical intervention.
• Incorporate security features such as CAPTCHA to prevent automated form abuse.

• Embedded secure online form hosted within the CRM environment to prevent data leakage.
• Adaptive form fields that change based on user roles or circumstances, allowing flexible data collection for different stakeholder types (e.g., clients, carers, key workers).
• Automatic creation and linkage of multiple related contact records in the CRM post-form submission.
• Mobile-optimized user interface for seamless access across devices.
• Implementation of CAPTCHA or similar security to block bot submissions.
• User-friendly UI design with straightforward editing capabilities for form fields and notification templates.
• Guidance documentation for non-technical staff on managing form configurations and notifications.

• CRM database for automated contact creation and data storage.
• Security layers such as CAPTCHA for form submission validation.
• Notification systems for email alerts and updates.

• High security standards to protect sensitive medical data during transmission and storage.
• System performance capable of handling increasing form submissions with minimal latency.
• System scalability to accommodate future expansion and additional form configurations.
• Mobile responsiveness and cross-device compatibility.

The implementation of this secure, automated data collection solution is expected to reduce data entry and processing time by approximately 80%, enhance data security and compliance, and improve user experience on mobile devices. This will lead to more efficient client onboarding, faster response times, and stronger data protection, ultimately supporting organizational goals to better serve their community while safeguarding sensitive health information.