DP003 - Editing Entering and Submitting Old Data

DP003 Editing, Entering, and Submitting Old Data
Review Committee: NDSC Start Date: 04/01/2004
Attachments: None Last Revised Date: 7/1/2010
Forms: None Last Reviewed Date: 7/3/2024

Introduction:

Editing, entering, and submitting old data poses several challenges within the context of maintaining a dynamic national database. First, any large-scale updates may undermine the reproducibility of prior analyses. Additionally, when core variables are discontinued and archived, they can no longer be accessed for entry or editing via the online data entry program.

Purpose:

To institute a standardized policy for editing, entering, and submitting old data.

Scope:

All TBIMS Centers, TBIMS Follow-up Centers, and the NDSC.

Responsibilities:

All TBIMS staff that edit or enter new data for existing cases are responsible for adhering to the following procedural steps.

Procedural steps:

Any data entered into the TBI National Database at the time of a quarterly data submission is considered old (or existing) data once the data submission deadline has elapsed. At the time of a data submission, datasets are archived by the NDSC and may be distributed to Model Systems investigators for analyses.

Editing old data: Model Systems centers may edit old data using the online data entry program at any time. Existing data may be edited to correct errors identified during any stage of the data quality monitoring process.

Entering old data: Model Systems centers may enter data for previously missing or unknown variables, or update overdue cases using the online data entry program at any time. Updated data will not be reflected in any NDSC reports that have already been disseminated or, at the discretion of the NDSC, are currently in progress.

Submitting old data: Data updates for existing cases will automatically be submitted to the NDSC at the time of the next scheduled data submission. Some data updates may be reflected in subsequent reports published by the NDSC (i.e., cases with missing data on the semi-annual missing data report that are updated prior to publication of the annual missing data report will not be counted toward missing data rates; cases overdue that are entered prior to publication of the next quarterly report will be counted toward ‘in year’ and ‘overall’ follow-up rates).

When editing, entering, and submitting old data:

  • Care should be taken to ensure that old data codes match current codes in the database.

  • Data checks should be performed on all edited cases to ensure changes have not resulted in any new errors.

  • If there are more than a few small changes, the NDSC should be notified of the changes prior to the next scheduled data submission deadline. (Changes made to correct errors listed on NDSC reports do not need to be reported to the NDSC.)

  • Upon receiving notification of systematic changes to old data, the NDSC will notify all individuals or parties who have requested datasets within the past 4 quarters likely to be impacted. Changes of an exceptional nature will be handled on a case-by-case basis, should they be encountered.

  • To edit or enter data for archived variables that cannot be accessed from the online data entry program, Model Systems centers should provide the NDSC with a list of required updates. The NDSC will either make the required updates for the center, or arrange other methods for the center to provide updates.

Training requirements:

Staff responsible for entering, and editing data in the TBI National Database should be familiar with the contents of this SOP.

Compliance:

All centers utilizing the TBI Model Systems National Database are responsible for adhering to this policy and its procedures.

References:

None

History:

Date Action
4/1/2004 Version used to create this SOP
9/16/2008 Transferred to SOP template and approved by SOP Review Committee
6/16/2009 Changed wording of SOP to reflect new Web based data entry
7/1/2010 Revised
11/19/2019 Full review completed by NDSC
7/3/2024 Full review completed by NDSC

Review Schedule:

At least every 5 years.