SOLVED

Where is the data saved after a form is submitted?

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Occasional Contributor

Hi all,

We're starting to use MS forms and I had a few questions concerning the responses submitted. Where are they stored? I know you can open the responses in Excel, but where exactly are they stored? Also, if an employee creates a form/survey, and they leave the company, do the admins have access to that data? Assuming the form wasn't shared with other employees. Lastly, I know PowerApps and PowerAutomate have an admin section, is there one for MS forms? 

 

Thanks in advance!

8 Replies
best response confirmed by Jay L (Occasional Contributor)
Solution

Where are they stored? This is about as much details Microsoft gives:

 

https://techcommunity.microsoft.com/t5/microsoft-forms-blog/microsoft-forms-is-gdpr-compliant/ba-p/2...

 

https://support.office.com/en-gb/article/data-storage-for-microsoft-forms-97a34e2e-98e1-4dc2-b6b4-7a...

 

Forms from staff who leave the company, either transfer ownership to a group prior to leaving or admins can follow this process if the owner has left the organisation already, transferring the ownership by using a special URL which displays their forms:

 

F2.png

 

Admin section for Forms, this tells you how to access available settings - Administrator settings for Microsoft Forms.

 

F1.png

@Jay L - are you using Forms or Forms Pro? If Forms Pro, the data is stored in the Common Data Service, there is currently no 'admin' area at this time, but hopefully something in the future. 

 

Megan V. Walker

Microsoft Business Applications MVP

https://meganvwalker.com/

https://learn.meganvwalker.com/

 

Spoiler
 

@Cian Allner Thank you! It looks like there's a bit of training we'll need to put in place when someone leaves the company to avoid losing the data captured if not saved anywhere else. 

@Megan_V_Walker  Hi Mega, thanks for your reply. We're using Forms not the pro version. We're moving away form using Survey Monkey and I want to make sure i'm assessing MS Forms before making the switch. Thanks

@Megan_V_Walker Thanks for the response.

 

Where is the data if I am using Forms vs. Forms Pro?

 

Thanks,

 

Jim

Can I re-pose this question @Megan_V_Walker ?

1. Which country is data from Forms Pro stored in?
2. Which country is data from Forms stored in?
3. Is Forms Pro considered sufficiently secure to store patient identifiable data?

Google Forms are being used quite widely to capture patient data. Using G Suite it is possible to manage storage to own servers I believe.

@JonBown 

1. Which country is data from Forms Pro stored in? - Forms Pro no longer exists. It's Customer Voice. It would be stored in the the same data center as the rest of your Dataverse environments (if you have any), or in the same country as your M365 environment. 
2. Which country is data from Forms stored in? - I would imagine they have different data centres for Forms and likely also tied to the country that your main Microsoft 365 is stored. 
3. Is Forms Pro considered sufficiently secure to store patient identifiable data? - again, no longer Forms Pro, but Customer Voice. The data is stored in Dataverse, which yes is secure. 

@Jay L , Related question, If I've created a form in the main chat window without creating a forms tab, can I get access to the raw data still?  Oops, I did this.

 

Thanks,