Data/Study Migration is an important part of our System Upgrade project. This is where we move existing study information from the old to the new system. It is important that we can move away from our old system completely as quickly as possible. Data/Study migration is always a challenge, but our approach is designed to minimize downtime and minimize impact on researchers.

How will we minimize the impact? First, by rehearsing the data migration process.  The first rehearsal will be completed at the end of July, beginning of August.  Second, we will institute a strategic “freeze”.

Why a “freeze”? To ensure data migration success.  Only fully-approved submissions can be migrated – nothing that is in the review process. During the freeze, the IRB will process existing  items, so they can be migrated in subsequent phases.

How long will the “freeze” last? We are not yet certain of how long this “freeze” will be, or how we will ensure that new submissions are adequately reduced, but we will know more after the first migration rehearsal and we’ll let you know as soon as we can – both how long it might be, and later, when it will likely start.

What can you do to help? If your approved study will expire December 2019 or January 2020, plan to submit the continuing review application in early November. Submit new studies and amendments in November, or hold them until after the freeze, if at all possible. Reducing new submissions will maximize the amount of data that can be migrated in the first pass of data migration, and minimize additional work.   Your collaboration is important because that will help with the migration process, diminishing the amount of studies that are still in the old system at the time of the initial data migration.