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REDCap ITS Migration FAQs

What is the REDCap ITS Migration?#

  • REDCap projects are being moved from the Med School REDCap (redcap.med.fsu.edu) to a new ITS server (redcap.fsu.edu).
  • MED REDCap users will be responsible for moving existing projects into the ITS REDCap instance.

How do I create an ITS REDCap account?#

  • You or your sponsoring faculty member can request an ITS REDCap account here

What if I have external collaborators (non-FSU researchers) on my project?#

  • When they request an ITS REDCap account, we will send out instructions for their login process.

What is the deadline for completing my migration?#

  • The deadline for completing your migration has passed. If you were not able to complete the ITS Migration by November 17, 2025, please fill out this survey
  • For those that have been approved for an extension request, your deadline is the date that you have selected before the end of August 2026

How long will the migration take?#

  • Migrating a project can take as little as one day. In more complex projects, migration can cause errors that require troubleshooting.
  • You will need to update your IRB form and have it approved before you can continue collecting data.

What are the steps for migration?#

  1. Request an ITS REDCap account here if you don’t have one already
  2. Export your project from Med REDCap as an XML file a. Option A: xml project metadata and data (this is for smaller projects) b. Option B: split xml metadata and xml project data, import separately
  3. Create a new project in ITS REDCap and upload your project XML file.
  4. Add users to your project if necessary and remember that usernames may be changed.
  5. Remember that file uploads, external modules, and APIs will not automatically transfer over.
  6. Test the projects thoroughly and remember that links will be changed. Your IRB may need to be updated to reflect this.
  7. If the project is working properly, please email redcap@fsu.edu with your PID number to let us know and we will set your Med REDCap project offline.

What if I run into errors during the migration?#

  • If you have any difficulties, please submit a request for assistance, specifying the Med REDCap PID for the project and the ITS REDCap PID (if applicable).

What do I need to do after the migration?#

  • A REDCap administrator will need to re-enable EMs (external modules) that were in the MED REDCap project.
  • Re-add users that were on MED REDCap project.
    • Usernames may differ after migration, as the new format will be <user-fsuid>@fsu.edu.
  • Test your surveys, determine if you need survey timestamps or participant IDs
  • Send modifications (survey links, QR codes, etc.) to IRB for approval.
  • Make sure that the e-consent framework in ITS REDCap matches what you had in MED REDCap.
  • If you need project logs from the MED REDCap project, export them.
  • If you need the files from MED REDCap project File Repository, export them as a ZIP file.
  • You will need to request a new API token per project here.
  • When you are ready to move a project to production in ITS REDCap, these are the steps moving forward:
    • Verify researcher has submitted IRB modifications and received approval if necessary.
    • If your project already has records, a REDCap Administrator will verify that you would like to keep all records when moving to production.

Can I continue working on my project during the migration?#

  • No. Any work done within REDCap must be paused during the migration process. You can continue to work outside of REDCap.

What changes do I need to make to my IRB?#

  • Any URLs and QR codes must be updated. For IRB assistance, please contact Julie Haltiwanger.

Will migration affect my API token?#

  • Migration may affect projects with API tokens. Please test the project thoroughly after migrating and submit a request at the appropriate URL for help if issues persist.
  • You will need to request a new API token per project here.

Do I need to do anything in addition if I move over my projects on my own?#

  • Send an email to the REDCap Administration Team to let us know when you've successfully completed the migration process.
  • Include a list of the PIDs in MED REDCap so that we can set these projects to “OFFLINE”. This will help prevent double data entry in both instances of the projects.

Is there anything else we would need to check/do before setting my MED REDCap project offline?#

  • Download a copy of the project as a backup and be sure to store the backup on a secure file system. Be sure to set both metadata and data (XML), to include:
    • User Roles
    • Record Status Dashboards
    • Reports
    • Project Dashboards
    • Alerts & Notifications
    • Leave Alerts enabled (unless disabled)
    • Report Folders
    • Surveys and survey settings
    • e-Consent and PDF Snapshot settings
    • Form Display Logic settings
  • Make sure that the e-consent framework in ITS REDCap matches what you had in MED REDCap.
  • If you need project logs from the MED REDCap project, export them.
  • If you need the files from MED REDCap project File Repository, export them as a ZIP file.