REDCap Project Closure Guide

Data Retention, Archiving, and Project Deletion

Closing a REDCap project requires careful planning to ensure that all data, documents, and regulatory materials are properly retained before deletion.

Important: Project deletion is permanent and irreversible. All required materials should be exported, reviewed, and securely saved before a deletion request is submitted.

Recommended Closure Workflow

Follow this sequence to safely close your REDCap project:

  1. Export project data
  2. Download project structure (Codebook / Data Dictionary)
  3. Download eConsent PDFs, if applicable
  4. Download uploaded files, if applicable
  5. Export a project XML backup, if needed
  6. Confirm all materials have been securely stored
  7. Request project deletion

Step 1: Export Project Data

Before closing a project, download the project data from:

Applications → Data Exports, Reports, and Stats → Export Data

Your ability to export data depends on the Data Export Rights assigned to you for each instrument in the project.

Permission Level Description
No Access Data cannot be exported from that form.
De-Identified Removes free-form text fields, date/time fields, and fields marked as identifiers.
Remove All Identifier Fields Removes only fields marked as identifiers.
Full Data Set Includes all fields, including identifiers and other PHI.
Important: If a field containing identifiers, such as an DOB, was not marked as an Identifier in the project, it will not be removed from a de-identified export.

If the Export Data button is not available, you do not currently have data export rights for any instruments in the project and will need to contact a project user who can grant the appropriate access.

If expected fields are missing from the exported dataset, this typically means one of the following:

  • You do not have export rights for one or more forms, or
  • You do not have Full Data Set rights for one or more forms, so some fields were removed from the export.

Step 2: Download Project Structure

Download the project structure from the left-hand project menu.

  • Codebook – a human-readable reference showing field names, labels, and attributes
  • Data Dictionary – a CSV file containing the project metadata used to build the project
Key distinction: The Codebook is for reference only. The Data Dictionary can be used to recreate the project structure.

You must have the Project Design & Setup user right to access and download the Data Dictionary.

Step 3: Download eConsent PDFs

If your project used eConsent and PDF copies were stored in REDCap, download them from:

Applications → File Repository → PDF Snapshot Archive

Select Download all (zip) to retrieve the PDF copies of completed consents.

Important: If the folder contains a large number of PDFs, the zip download may fail or time out. In those cases, files may need to be downloaded individually.

Because of this limitation, it is best practice to save eConsent PDFs in a secure location outside REDCap as they are collected whenever retention is required.

If File Repository is not visible, you do not have the necessary user rights to access it.

Step 4: Download Uploaded Files

If your project contains files uploaded through File Upload fields and those files need to be retained, they must be downloaded separately from the dataset export.

The most efficient method is to create a report that includes all file upload fields, then open the report and select Download Files (zip).

Important: If the project contains a large number of uploaded files, the zip download may fail or time out. In those cases, files may need to be downloaded individually.

Step 5: Export Project XML Backup

If the project may need to be recreated or migrated in the future, exporting the project as an XML file is recommended.

Navigate to:

Project Setup → Other Functionality

Under Copy or Back Up the Project, choose one of the following:

  • Download metadata only (XML) – exports the project structure only
  • Download metadata & data (XML) – exports the project structure and data

An XML export may be useful for:

  • Recreating the project on another REDCap server
  • Maintaining an archival copy of the project structure
  • Migrating to another ODM-compatible system
Important: XML exports do not include the project’s logging history or files stored in the File Repository, such as eConsent PDFs.

If the project is large, the XML export with data may fail. If that occurs, try exporting without data or reduce the included options.

You must have the Project Design & Setup user right to access Other Functionality.

Step 6: Confirm Secure Storage

Before requesting project deletion, confirm that all required materials have been securely saved outside REDCap.

  • Project data has been exported
  • The Codebook and/or Data Dictionary has been saved
  • eConsent PDFs have been downloaded, if applicable
  • Uploaded files have been downloaded, if applicable
  • Any XML backup needed for future recreation has been saved

All files should be stored in a secure, institutionally approved location, such as a departmental server, OneDrive, or another approved storage platform.

Important: REDCap should not be used as a long-term archive for project data or regulatory documentation.

Step 7: Request Project Deletion

Only complete this step after all required data, files, and documentation have been securely saved.

To delete the project, navigate to:

Project Setup → Other Functionality

Then select:

  • Delete the project for projects in Development mode
  • Request delete project for projects in Production mode

When prompted, type Delete to confirm.

Note: Development projects are deleted immediately. Production projects require REDCap administrator approval before deletion is completed.

You must have the Project Design & Setup user right to access Project Setup and Other Functionality.

Final Reminder

Once a REDCap project is deleted, its data, structure, and stored files cannot be recovered unless they were exported and securely retained beforehand.

Best practice: Export, verify, secure, and then delete.