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Management systems

IT Systems

CKB has developed a wide range of bespoke IT systems to facilitate data collection, study and sample management, quality control, and monitoring. Their use has greatly improved the accuracy and completeness of the data collected. These include the computerised direct data-entry system for the baseline and periodic resurveys and systems for blood sample aliquoting, tracking and storage. In addition, comprehensive systems exist for reporting of quality control and monitoring; remote database management; consent form tracking and data entry; stock control and equipment calibration; linkage for long-term follow-up of fatal and non-fatal outcomes; and disease outcome verification and adjudication. All systems are robustly tested for functionality and data security.

Standard operating procedures

A range of Standard Operating Procedures (SOPs) was developed to standardise the conduct of many aspects of the study. These cover several key aspects of the work, including: general study management; the organisation and conduct of fieldwork; conduct of physical examinations; sample collection, handling and processing; collection and validation of health-related outcomes.  

 

Data management

Data integrity and security are top priorities, and are conducted in accordance with relevant international legislation and guidelines and Oxford Population Health’s internal information security policy. Measures include identity and identifier management (i.e. data storage in an anonymised linked format), strict controls on access to personal information, regular backup, encryption of data during transfer using internationally accepted algorithms, and written internal data management policies.

Prior to formal release of data for analysis, additional data and linkage checking, cleaning and quality control are carried out. This includes more detailed statistical analysis of data distributions and outliers, removal of redundant or incomplete data, correction of previously reported transcription errors, and checks for consistency of data between different reporting sources (e.g. health insurance agencies), between different regions and between different staff in the same regions. Thorough documentation of the databases and variables allows collaborators to analyse the data with full knowledge of the source and definition of each variable.

The need for carefully considered management systems is described in Population Biobank Studies: a practical guide.