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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.

When is the deadline to complete the migration survey?#

  • We encourage users to complete the migration survey as quickly as possible and hope to have all responses by Monday, August 15, 2025.

Does everyone involved in a project need to fill out a survey?#

  • No. Only the PI or project lead/coordinator for each project needs to complete a survey.

How do I create an ITS REDCap account?#

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

  • Let us know in your survey response and wait for us to contact you. We are still working on granting ITS REDCap access to researchers outside of FSU.

What is the deadline for completing my migration?#

  • We expect all projects to be migrated by late October 2025, although we do not yet have a definite deadline. If you will not be able to complete the ITS Migration by late October 2025, please fill out this survey

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 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.
  • 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.
  • A REDCap Administrator will need to re-enable any EMs in your project.
  • 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:
    • Fill out this survey
    • Verify researcher has submitted IRB modifications and received approval if necessary.
    • A REDCap Administrator will need a list of the PID(s) of the project(s) in the MED REDCap so that we may set this project in the old system to ā€œOFFLINEā€. This is to ensure there is no chance of overlapping data.
    • Before we set the project in MED REDCap to ā€œOFFLINEā€, did you download any logs or files in the Data Repository from Med REDCap that you may need in ITS REDCap?
    • 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 ticket at the appropriate URL for help if issues persist.
  • You will need to request a new API token per project here.

Will migration affect Mosio integration?#

  • Migration will likely disrupt Mosio integration.
  • For specific questions, please submit a ticket and we'll offer one-on-one assistance.

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 ā€œOFFLINEā€. 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. 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.