Procurement of shared data instruments for Research Electronic Data Capture (REDCap)

Abstract

REDCap (Research Electronic Data Capture) is a web-based software solution and tool set that allows biomedical researchers to create secure online forms for data capture, management and analysis with minimal effort and training. The Shared Data Instrument Library (SDIL) is a relatively new component of REDCap that allows sharing of commonly used data collection instruments for immediate study use by research teams. Objectives of the SDIL project include: (1) facilitating reuse of data dictionaries and reducing duplication of effort; (2) promoting the use of validated data collection instruments, data standards and best practices; and (3) promoting research collaboration and data sharing. Instruments submitted to the library are reviewed by a library oversight committee, with rotating membership from multiple institutions, which ensures quality, relevance and legality of shared instruments. The design allows researchers to download the instruments in a consumable electronic format in the REDCap environment. At the time of this writing, the SDIL contains over 128 data collection instruments. Over 2500 instances of instruments have been downloaded by researchers at multiple institutions. In this paper we describe the library platform, provide detail about experience gained during the first 25months of sharing public domain instruments and provide evidence of impact for the SDIL across the REDCap consortium research community. We postulate that the shared library of instruments reduces the burden of adhering to sound data collection principles while promoting best practices.

Figure 1. SDIL screens and researcher workflow

The REDCap consortium website hosts the SDIL. Users search for instruments based on annotation fields completed when instruments are ‘checked in’ to the library. Once an instrument is identified, users have one-click access to see the instrument rendered in REDCap data collection mode or as a PDF document. When users access the library via their local REDCap installation, they are also presented with a button which allows them to import of the data collection instrument for immediate use within their REDCap research projects.

Figure 2. Library workflow

The workflow emphasizes research-team continuous engagement. The process begins with (1) an end-user recommendation for an instrument (as described in the narrative) followed by a screening and review process by the REDLOC librarian and review committee respectively (steps 2 and 3). If approved the instrument is assigned to a committee member for coding into REDCap format (4) then undergoes testing and verification (5). The REDLOC Program Coordinator sends an official permission letter (6) to the copyright owner (author or publisher) with a copy of the REDCap form of their instrument. (7) Upon receipt of formal permission for publication, the new instrument is included in the library and shared, with proper acknowledgement and terms of use included.

Figure 3. Library metrics

This graph demonstrates the utilization of SDIL instruments over time. The y axis depicts number of projects that are in production consuming shared instruments from the library. The x-axis denotes time by months. The data was collected from across the consortium using routinely centrally collected utilization metrics for projects in production. The dips in the graph reflect the projects that have since been retired and rendered inactive.