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Overview

This page is designed as a way to organize the issues around importing data into StudyTRAX from an existing database.  "Out-of-the-Box" StudyTRAX uses MS Excel to import data.  There is a good bit of functionality built in StudyTRAX to accommodate this, however, the questions and issues below should be addressed BEFORE importing data.

Current System

In order to prepare the data for import via Excel, it is helpful to know:

  • What is used for the current repository (e.g., spreadsheet, database [e.g., MS Access], other software application, in a device)?
  • What is the format?  For example:
    • One large spreadsheet with each row as a separate patient / visit
    • In a relational database, if so what is the table structure
    • In a device that can export to various formmats (e.g., CSV file)
  • What is the state of the data?
    • Are the fields clean?  For example:
      • If spreadsheet, only one value per cell
      • Has there any validation rules been used (e.g., the "Gender" variable does NOT have 0s, 1s, Ms, Fs, ?s all mixed together)?
    • Is there a single source for the data, or is it spread across multiple sources
    • Are there different versions of the data source?

Import Process

Depending on desired method of import, different processes options may be put in place and import options used. The main issues being whether it will be a one-time import, or will data be imported/updated from another system continuously (e.g., multiple occurrences over time)? 

Something new / Something old

Often when converting data over form another system, there are a number of desired changes to be made.  In short, a decision will need to be made on whether to import that data "As-Is" for historical reference, or will there be an attempt made to combine the old database and new project in StudyTRAX.  If the later, typically there will need to be a way to identify subjects collected in the old system versus new.  Also, errors of omission (i.e., old subjects not having values for the planned new fields [i.e., specificity errors]) will need to be discussed).


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