80 - Using Research Electronic Data Capture (REDCap) to Modernize an Inspection Program

Background:  REDCap (Research Electronic Data Capture) is a free secure electronic application that can be used for developing and managing surveys and databases. While originally intended for research activities, we have recently started using REDCap to modernize and streamline our inspection processes.

Program

Description:  Previously, the preparation for our semi-annual inspections involved manually emailing individual study teams to confirm animal use locations. Responses were compared to the list of rooms we have previously inspected and/or animal use areas specified in IACUC protocols. In REDCap we have automated the outreach, which includes specific questions (e.g., is surgery performed at this location?) along with guidance documents to help laboratories prepare for an IACUC inspection (e.g., information on maintaining equipment, relevant policies, etc.). We have also recently implemented a new survey in REDCap to record findings during an inspection, which has allowed us to move away from using and maintaining hardcopy inspection notes. REDCap stores all inspection survey responses in a secure database.

Program

Assessment:  We have found several benefits to using the REDCap system. Having a centralized repository enables us to efficiently review responses from our pre-inspection outreach and avoid losing track of individual email responses from study teams. We can also compare responses between prior and upcoming inspections to ensure all animal use areas are appropriately covered. On the day of inspection, we are no longer using pen/paper or carrying clipboards to take notes. The inspection team now uses electronic devices like iPads or cell phones to complete the REDCap survey. These devices can either be managed by the institution or be personal devices as they do not store data on the device. The devices are easy to carry and use, and the practice has been readily adopted by our inspection team. Completed surveys are saved in REDCap, which allows us to easily compare findings or any changes that occurred in rooms between inspection periods. Furthermore, it is easy to compare inspection notes between inspectors, which simplifies writing the inspection reports. Though we are still fine tuning our process, we have had positive feedback from our inspection team members who find the process easy to use.

Limitations: Limitations to using REDCap include using electronic devices that may fail during the inspection (e.g., dead batteries), and that require an active connection to WiFi. This approach may not be useful for locations with limited internet access. REDCap also requires some technical know-how to create and manage the surveys. Comfort with using electronic devices to enter data is also necessary for the inspection team.

Discussion:  Overall, having a central database of inspection findings has allowed us to more easily identify repeat findings of a similar nature, which can then be addressed by the IACUC via implementation of new programs or solutions to avoid a recurrence. We are also planning on expanding the use of REDCap by automating some of the outreach related to post-inspection findings. The use of REDCap for inspections has already been adopted as a tool by our Safety Office, and can easily be implemented at other institutions.