There are 4 types of accounts (Basic, Full, Investigator, Data-Role):

• A basic account is designed for people doing data-entry level tasks
• A full account is for people who need to do project design/management (would include any investigator or data roll staff who need to build a project)
• An Investigator account is reserved for IHR Principal Investigators that only require data-entry privileges and do not need to create projects (if the PI will be creating projects, a Full Account training must be completed)
• A Data-Role account is for Data Specialists, Analysists, and Biostatisticians who will not be creating projects but managing their data

The functional difference is that the full account gets the “Create Project” feature; however, if someone with a basic account has been given project design or user rights privileges in a project, they will need additional training to get a full account.

All new IHR REDCap account requests will require formal training before being granted by the IHR REDCap Administrative team. Please contact the IHR REDCap Administrative team by email at Project_REDCap@kp.org for specific training links.

Account creation at KPCO IHR goes through the REDCap Admin Team by:

1. User submits a request to the REDCap admin team email at (Project_REDCap@kp.org) to request access to the appropriate training.
2. After training is complete, user submits an account request to the REDCap admin team email at (Project_REDCap@kp.org). Following training and administrative approval, user will receive an automated email from REDCap prompting them to set up their account.

Account users will then need to:

• sign in to REDCap
• set up an account password
• set up two factor authentication
• send their username to their project manager to be added to the desired project

Accounts will be automatically suspended after 90 days of inactivity. Passwords must be updated every 120 days and the 5 most recently utilized passwords may not be reused.

Universal REDCap Best Practices provide guidance that users shall only be granted the minimal amount of user rights necessary to complete their job duties within REDCap and that defined user roles should be created for each level of access (e.g., Admin, Data Entry, Data Analysis, PI Review).

PHI Considerations

It is especially important to consider the security of any PHI housed within your project. Only users that must be able to review this PHI should have the ability to view and export this data. If your project users include external collaborators, you must consult with your study PI/PM to align these user rights with your study data agreement(s) before granting project rights to external users. If your project must include these users, but your data agreement(s) are still pending, you must restrict data access/exports from these users until your data agreement(s) are fully executed.

PI/PM: Granting User Rights

It is incumbent upon the project PI/PM to exercise discretion when granting user rights within the project. If the PI/PM are not involved directly in the REDCap project build, they must be consulted about user rights prior to moving the project into production.

Data Access Groups (DAGs)

Data Access Groups (DAGs) should be created to help separate users and the data they enter by placing users into 'data access groups', after which they will only be able to access records created by someone in their group.

This feature is especially helpful in certain situations, such as for multi-institutional projects where the data entered by one institution should not be accessible or viewable by other institutions with access to that same project.

Beginning in 2020, user roles must be created prior to a project being moved into production. Each user within the project must be assigned to the appropriate role for their project duties.

The IHR suggests the following user roles be created within each research project: