Principle or Purpose of Procedure
REDCap allows users to develop a project that allows survey participants to upload additional files that UT Southwestern employees may need as part of an application/project. Files stored for these projects must follow the guidelines outlined in FSS-201: Records Management and Retention
so that security risks are kept to a minimum since these files often contain private information such as college transcripts, PHI, CV's or resumes and letters of reference.
Applicability or Scope
REDCap Users must follow the Acceptable Use of Information Resources (ISR-104) as well as Records Management and Retention (FSS-201)
REDCap users should archive REDCap projects within 120 days of a project's closure. As part of the archiving process, all files that are located within the project's file repository will be downloaded and archived by the user's method of choice and securely stored in a manner outlined by their department. The schedule below outlines the state recommended timeframe for certain types of commonly used in REDCap. If you record type is not listed, please refer to the Record Retention Schedule
State of Texas Records Retention Schedule for REDCap Projects
IRB Information, Research Study Records: 6 years from the Date the Investigator requests files to be closed from IRB
Student Records: 3 Years
Resident Records: 5 Years
Accreditation Records: 3 Years
Audit Information: 7 Years
Medical Research: 7 Years Post Study Closure
FDA Regulated: 15 Years Post Study Closure
Materials
Access to REDCap
Description of Standard Procedure or Policy
REDCap Users are responsible for backing up the data associated with their projects when the projects are completed. Generally this should be done within 120 days after the user deems a REDCap project to be completed.
Users will need to do at least some of, if not all, the following:
• Zip all uploaded files
• Make PDFs of all collection instruments
• Download and save the latest Data Dictionary
• Make an XML copy of the project
• Export the raw data in an Excel format and save
• Delete the project only after the data is fully backed up
To extract all uploaded files to a ZIP file
Go to the "Applications" section of REDCap and select "Data Exports, Reports, and Stats".
Click the "Other Export Options" Tab
Click the "Zip" icon for "ZIP file of uploaded files (all records)". A Folder of all uploaded records will be created in your local Downloads folder and the filenames will start with a number where the number is associated with the record of which it came from.
To make a PDF of all data collection instruments with data
Go to the "Applications" section of REDCap and select "Data Exports, Reports, and Stats".
Click the Other Exports Options Tab
Click the PDF of all data collection instruments with Data PDF icon
To download a copy of the latest Data Dictionary
Go to "Project Setup" and in the section labeled "Design your Data Collection instruments & enable your surveys", click the "Data Dictionary" button and then click "Download the current Data Dictionary." This will be placed in your downloads folder.
If the project is Longitudinal, click the "Define My Events" button on the "Project Setup" tab and use the "Upload or download arms/events" drop-down button to download arms events. Then go to the "Designate Instruments for My Events" tab and use the "Upload or download instrument mappings" drop-down button to download instrument mappings.
To Make an XML copy of the Project
Go to the "Other Functionality" tab from the "Project Setup" page. There are 2 options for XML download: "Download metadata only (XML)" and "Download metadata & data (XML)". Select the option that best fits your needs.
To Export the Raw data
Go to Data Exports, Reports and Stats. Click the Export Data Next to A-All Data
Select the top choice (CSV. Microsoft Excel (raw data) from the Choose export format section.
Click the Export Data Button, then click the icon to download Excel CSV icon to complete the download. Click Close. The raw data file will go to the download folder.
Be sure to neatly organize that of the files in a folder that is appropriately named for finding the information later in the event you need to recreate the project. You will likely want to make a CD copy for storage in a safe place or store the entire folder on a University network drive
Once you have everything in a safe place, then Delete the project.
To Delete a Project
Go to "Project Setup" and to the "Other Functionality" tab
Click the "Delete the project" button
Type "Delete" when prompted
Click the "Delete the project" button
To Archive Projects (only removes from the "My Projects" list-does not delete, assumes projects is in Production)
Go to Project Setup to Other Functionality tab
Click "Move to Analysis/Cleanup"
Click "Mark Project as Complete"
Restoring Projects
It is important to note that if your projects contained uploaded files, the uploaded files are not part of the XML data file. It may be hard to identify which upload files go with a certain record. This will be a manual restore file by file.
To Restore a XML file
Create a new project in REDCap by selecting the green create project button.
Select the option to Upload a REDCap Project from XML project, then choose the XML file you wish to restore. Click the blue Create Project button.
To Restore by Data dictionary method
Create a new project.
Click the Data Dictionary button from the Project Setup page. Select the data dictionary you wish to restore, then click the Upload file button. You will then need to Import the data from the Raw data file.
To Import the data from the Raw data file.
Go to the Data Import Tool under Application. Select the Choose File button and select the file you wish to import. Click Upload File.
To restore data that was accidentally deleted from REDCap.
Contact REDCapSurveyAdministrator@utsouthwestern.edu.
Allow 1 week for restore
Roles and Responsibilities
Users of REDCap are responsible for their projects,
REDCap Administrators are responsible for overseeing day to day operations of REDCap.
RAS Technical Staff are responsible for server maintenance of REDCap.
Comments
User training required for desktop computers and software, workstation hardware, and network access orientation is provided by Client Services. Supervisors should request this type of workstation training through the IR Service Desk as well.
References
FSS-201 Records Management and Retention
ISR-104 Acceptable Use of Information Resources
Chapter 6 - Information Security Privacy & Resources
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Effective Date: 10/01/2018 Version: 1.0