Update registry content

A quality registry usually exists for a long time, and needs to be updated as knowledge and experience evolves and new research needs arise. Updates are usually carried out once a year, although it can happen both more and less often. Results, such as the content of reports, also need to be reviewed continuously.

New or changed form content

A form in QReg5 is built up by a registration definition. This is a version of a form where all variable definitions between given points in time are included. A variable is a value that must be specified or entered, for example "weight".

For registry traceability, it is important to know when a variable change should result in a new form version (registration definition) to be created, and when the change can be made without creating a new form version. This is so that, when extracting data over time, you will be able to know if variables that have been updated still have the same meaning or if they have acquired a different meaning. The rule of thumb is that if the desired update means that a variable takes on a different meaning, and potentially causes a user to choose a different answer than before, then a new version should be created. A new version is not needed if the change is only a clarification, which allows the variable to be analyzed in the same way as before.

New version required:

• When adding a new variable
• When removing variable(s)
• When updating a variable. For example: when changing the meaning, or the type, of the variable; expanding the definition or adding, removing or changing answer options.

The same version is kept:

• When updating variable content where the meaning does not change. For example when correcting typos, clarifying information texts or giving a variable a better name.

Update report content

A change to the data collection in a registry is driven by the registry's analysis needs, and therefore with each change request you need to think about how it will affect reports and other output data. If you add new variables, a new report may need to be added or the registry's existing reports updated. All changes, even minor changes in the variable content, need to be carefully analyzed to determine if and how they affect the output and reports, in order to make the necessary adjustments.