How do I backup data in a REDCap project?

Answer

Though REDCap has safeguards in place to protect against data loss from disasters and mistakes, backups provide an additional layer of security and are a best practice.  If the data is downloaded, be sure it is saved to a secure BIDMC ITS approved location. 

Suggestions for when to backup data:

  • Before moving to Production: If data has accidentally been collected in Development mode, backup the data and download it before moving to Production.
  • Before editing Production projects: Backup data before making changes to a Production project. Download of data optional; a copy of the file generated is saved to the File Repository.
  • Periodically as data is collected. Download of data optional.

How to backup data using the File Repository:

  1. In the project, go to "Data Exports, Reports and Stats" in the left hand navigation bar.
  2. In row A: 'All data (all records and fields)', click "Export Data"
  3. Select the "CSV / Microsoft Excel (raw data)" option.  (The "raw" format is the format that REDCap can use to import the data.)
  4. Be sure that none of the de-identification options is selected in the middle column.  If they are, and cannot be removed, then your permissions specify only de-identified data exports, and that will prevent you from doing a full data export.  Check with other study team members whether your permissions need to be changed, or whether another study team member should do the export as the data backup.
  5. Click the "Export" button.
  6. You will receive a message that the Data export was successful.  Optional: download the data by clicking the download icon (in the purple box).  Be sure to store it in a secure, BILH ITS approved location.  Click "Close".
  7. In the project, if the data is needed in the future, click on "File Repository". 
  8. Click on the "Data Export Files" folder to open the listing of data exports.  This is a list of ALL data exports ever created for the project. These can be downloaded at any time. (Note: sometimes the REDCap System Administrators will backup data in this manner before approving certain project changes; do not be surprised if you see a sys admin username. However, teams are recommended and encouraged to do their own backups before starting production project changes.)

Some projects with a large number of records may encounter errors when trying to backup as above- contact the REDCap Team for alternative options.

 

 

 

See also: Editing Production Projects, Production