Can a research lab move off spreadsheets without an IT team?

Yes. The work is mostly about agreeing your rules and cleaning your records, not about technology. A lab can do the mapping and cleaning itself, then use REDCap, an off-the-shelf platform or a custom system that someone else hosts and maintains.

How long should we run the spreadsheet and the new system together?

For at least one full cycle of your study, such as one visit round or one reporting period. Compare the numbers from both before you retire the spreadsheet, and keep a read-only copy of it afterwards.

Do we need approval to change how we track participants?

Possibly. Check with your IRB and your privacy officer before you move participant records, because the rules depend on your study, your institution and the data involved.

When is REDCap enough?

When your study is mostly forms and surveys and REDCap already does what you need. Labs usually add something when they need visit scheduling, reminders, a participant app or reports that REDCap does not give them.

How to Replace Study Spreadsheets Without an IT Team: A Step-by-Step Guide

You can replace study spreadsheets without an IT team by doing the thinking first and the technology second. Map what the spreadsheets hold, write your rules down, choose a route, and migrate a cleaned copy before you retire the original. The steps below take a lab from a folder of shared files to ...