Organize field data

How to organize your field data

Time is precious in today’s high-speed business world, so you need to spend it wisely. In business, time means money and every problem needs to be resolved as quickly as possible.
If your boss asks you to find data that was collected as part of a project, you need to be able to find it and deliver it to him or her without delay. This article examines how to organize your field data in such a way that you do not waste any time finding it when you need it most.

How to organize your field data?

The answer is simple: The best way to organize your field data is with organized structures.
The names of the projects, or your data layers, must have a uniform structure (Date – Project name). It’s important to keep your files organized logically.
The best project structure is one that mimics the way you work. Navigating your folders and finding files should be intuitive. If your organizational method is illogical or messy, it will be difficult for the rest of your team to follow the structure. For business projects, choose something that works well for everyone on the team.

Efficient project structures for organizing data

The first step when organizing your data is to determine the ideal end result that you want to obtain for your data structure.
If you ever need to categorize your field data to achieve this, you will have to do so by organizing your projects into different categories based on date, type, client, etc.

You can organize your field data collection projects in 4 different ways:

  1. Organize your project data to correspond to your actual projects!
    Project names act as both keyword tags as well as extra levels of organization. If you sort your files by name, they will automatically be sorted by due date and then by project type.
  2. Organize your projects by date!
    If you organize your projects by date (YYYY/MM/DD) when sorting them, they will always be in chronological order.
  3. Organize your projects by “client”!
    Organizing your project data by client can also be a good option to find them easily.
  4. Organize your projects by type!
    Your organization may collect more than one type of data. For example, you could be collecting the following different types of data:
    1. standpipes inspection data
    2. road sign inspection data

In order to organize different types of data, as in the examples, you could create one project for all standpipe data and another for all signage data.


Instead of, or in addition to, project structures, you can also try using tags to organize your field data. The advantage of using tags to organize your data is that you can add multiple tags, such as location, customer code, collection type, etc., to a single project. You will then be able to see all projects of the same type / year / client together based on your search query. By using tags, you don’t need to have an organization diagram from the start.


Whether you are an engineer, a field analyst, a biologist, a technician or anyone that collects data in the field on a regular basis, organizing field data in a logical and structured way is the key to saving time, and thus money — regardless of your industry or profession.
That is why we recommend Coral Collect for all your field data collection needs. Coral Collect is the perfect tool for data collection, both online and offline.
With Coral Collect, you have access to the following features, and more, all at your fingertips!

  • Digital form creation with Coral Collect’s online form builder
  • Easy filling out of forms, regardless of whether you are in your office or in the field
  • Full overview of export data on a simple and easy-to-use dashboard
  • Easy performance analytics
  • PDF reporting and export functionality
  • Simple user management

To find out more about Coral Collect, check out the introductory video here or simply head over to the Coral Collect signup page here.

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