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Offboarding: Best Practices for Data Export and Participant Deletion

Permissions and Access

Access to the export tools in EnrollNow is restricted to Site Managers and Site Admins. While Site Managers can execute exports, their access is limited to the studies they are permitted to view. To ensure comprehensive data retrieval, we recommend that a Site Admin or a Site Manager with confirmed access to all studies oversee the export process. This practice helps mitigate the risk of missing critical data and supports effective data management.

It is also crucial to differentiate between active and inactive studies. Archived studies may have already undergone the export process, which can affect data retrieval efforts. Clarifying the status of each study will help streamline the export process and ensure that all necessary data is accounted for.

You may also wish to consider exporting Registry data. Registry data is all of the global data about a participant. You can export this data by exporting from the Registry or from the export tool. 

Defining Study Components

Clearly defining the data elements to be exported from each study is imperative. You may The export tool allows you to export all study variables or select specific ones as needed. If the number of study variables is large, consider creating multiple export files grouped by similar data elements.

Exporting survey responses is another important aspect to consider, particularly if critical data points were not captured as custom variables. The export tool also provides access to crucial study logs, including email, consent, comments, and contact logs, along with event data. However, text logs cannot be exported through this tool. If retention of text message data is necessary, users must take screenshots or manually copy and paste the data from all profiles. Completed survey forms (PDFs) must be manually downloaded from each profile to ensure their availability for future reference.

Additionally, consider exporting Study Definition files. If you choose to re-engage with the EnrollNow platform in the future, these files will facilitate rebuilding your study workflow with minimal effort.

Deleting Data Prior to Subscription End

If you are required to delete all of your data before concluding your subscription, it is essential to take the appropriate steps after completing your data exports. Once your exports are finalized, proceed to delete the participants from the Registry. Keep in mind that deleting participants from the individual study will only remove study-specific data and not all associated data. To ensure comprehensive data deletion, participants must be removed from the Registry to comply with any data retention policies you may have in place.

Know Your Organization's Requirements

Be mindful of the data types included in the export. Files may contain personally identifiable information (PII) and/or protected health information (PHI). Ensure that you handle and store the files according to your organization’s internal policies and procedures concerning PII/PHI, including any requirements for encryption, access restrictions, retention, and secure sharing.

By understanding and applying these data export practices, you will effectively manage and retain the essential information needed for your studies, facilitating a smooth transition during the subscription discontinuation process.

Steps to Prepare for Data Export

  1. Compile a Comprehensive List of Studies:

    1. Navigate to Site Admin and select Studies.
    2. Change the filter from "Active Studies" to "All Studies" to display all studies available in your site.
    3. Use this view to create a list of studies that need to be exported.
    4. If you need to export an archived study, click the Unarchive link to restore it.
    5. Verify users with Admin access to the study using the Admin column, and make adjustments on the Users page as necessary.
  2. Define Study Components for Export:
    1. Identify the following components for each study on your list:
      • Study Variables
      • Events
      • Logs: If you have many participants or extensive logs, export each log as an individual file. Include the global ID in each export.
      • Custom Variables
      • Survey Responses: Export each survey as a unique file. Include the global ID in each export.
      • Text Messages
      • Completed PDF Forms
      • Study Definition Files

  3. Using the Export Tool:

    1. Navigate to Site Admin and select Export.
    2. In the first dropdown, select the study name.
    3. In the second dropdown, the default timezone is presented. Choose an alternate timezone to convert date fields. Be advised that this may alter the data and is not recommended.
    4. Select the data to be exported by checking the boxes next to the relevant data labels. Make sure to scroll to the bottom of the page to select all necessary data points.
    5. Click the DOWNLOAD button to save the data as a CSV file.
    6. Store the file securely on your local machine or network. The CSV file will be named with the current date in Coordinated Universal Time (UTC).
    7. Confirm the file is complete and readable. If data appears to be missing or incomplete, repeat the steps as necessary.
    8. For users outside the US, you may need to convert text to columns with a delimiter to separate the data into individual columns.
    9. Repeat these steps for all studies and global data as needed.

  4. Export Completed Survey PDF Forms as necessary.

  5. Screenshot or copy and paste Text Logs as required.

  6. Delete Participants from the Registry (if necessary): If you are required to delete participant data as part of the offboarding process, ensure that you proceed with this step only after all exports are complete. 

By carefully following these instructions, you ensure that all critical data is successfully exported and managed before concluding your subscription with EnrollNow. Adequate preparation and attention to detail not only help safeguard sensitive information but also facilitate a seamless transition for your organization. If you have any questions or need further assistance during this process, please do not hesitate to reach out to your support team. Thank you for your diligence in managing your data responsibly.