Is it normal for a lab to rely on spreadsheets?

Yes. Spreadsheets are free, fast and familiar. The problems appear as the study grows.

What is the first step to replacing a study spreadsheet?

Write down the rules for each status and the consent process. Do this before you choose a tool.

How long should we keep the old spreadsheet?

Keep it read-only for at least one full study cycle. Keep a dated copy after that.

7 Mistakes Research Labs Make When Replacing Study Spreadsheets

TL;DR Agree the rules first. Define each status before you move any data. Design a record, not a copy. Keep the fields the study needs. Write the consent rules down. Re-consent is easy to miss. Run both systems for one cycle. Compare the numbers before you switch. Name an owner. A system with no ow...