I have experience collecting data for a project known as the GIVES-21 project, which stands for Global Inflammatory Bowel Disease (IBD) Visualization of Epidemiology Studies in the 21st Century. This study aims to understand the factors contributing to the rapid increase in IBD cases across 29 regions worldwide. It is a multicenter study hosted by the Chinese University of Hong Kong (CUHK). For data collection, storage, and management, we utilize REDCap (Research Electronic Data Capture) which is a web-based application created by Vanderbilt University, USA, designed to help researchers build and manage online surveys and databases. The REDCap implemented those features of the data managament process, as explain as follows:

– Audit Trial/Time Stamp: CUHK requires the name and email of the study coordinator responsible for data collection and entry into the electronic Case Report Form (eCRF). Access to the system is granted exclusively to authorized personnel, ensuring accountability for data entry and edits.

– User Authentication and Access Control Level: In addition to a username and password, a two-factor authentication process is implemented. After logging in, a 6-digit verification code is sent to the user’s email, which must be entered within 2 minutes to access the system. If not, the verification code will expire.

– Edit Check and Logical Check: Let me give you an example from a part of the questions in the eCRF. In this section, participants are asked about their dietary habits. Specifically, they’re prompted to indicate the quantity (numerator) per frequency (denominator) of a certain type of food they consume. The quantity might be measured in terms of a bowl, cup, milliliter, or pill, depending on the food item. Meanwhile, the frequency could be expressed per day, week, month, or year. Once I input the numbers into the numerator and denominator boxes, the system automatically calculates the ratio. However, if I type characters that shouldn’t be there (e.g., /, ต), or if the resulting ratio falls outside the predefined range, the system highlights the box in red to indicate an error.

– Data Backup and Recovery Plan: REDCap does not offer automatic backup and recovery features, but the host institution can export data in various formats for backup. Throughout the one-year data collection period, CUHK implements routine data validation and backup after six and twelve months. Any queries regarding unclear responses are addressed, and after corrections, the filled eCRF is logged to prevent further edits.

Source:
https://bmcmedresmethodol.biomedcentral.com/articles/10.1186/s12874-023-01944-2
https://projectredcap.org/wp-content/resources/REDCapTechnicalOverview.pdf