{"id":4700,"date":"2026-03-20T16:51:00","date_gmt":"2026-03-20T20:51:00","guid":{"rendered":"https:\/\/health.uconn.edu\/clinical-research-center\/?page_id=4700"},"modified":"2026-04-07T15:42:41","modified_gmt":"2026-04-07T19:42:41","slug":"identifiers-in-redcap","status":"publish","type":"page","link":"https:\/\/health.uconn.edu\/clinical-research-center\/services\/informatics-core\/redcap\/identifiers-in-redcap\/","title":{"rendered":"Identifiers in REDCap"},"content":{"rendered":"<div class=\"in-page-tabs\"><ul id=\"menu-redcap\" class=\"menu nav nav-tabs\"><li id=\"menu-item-4436\" class=\"menu-item menu-item-type-post_type menu-item-object-page menu-item-has-children dropdown\"><a href=\"https:\/\/health.uconn.edu\/clinical-research-center\/services\/informatics-core\/redcap\/\" class=\"dropdown-toggle\" data-toggle=\"dropdown\">REDCap Usage<b class=\"caret\"><\/b><\/a>\n<ul class=\"dropdown-menu\">\n\t<li id=\"menu-item-4437\" class=\"menu-item menu-item-type-post_type menu-item-object-page\"><a href=\"https:\/\/health.uconn.edu\/clinical-research-center\/services\/informatics-core\/redcap\/uch-redcap-user-agreement\/\">REDCap User Agreement<\/a><\/li>\t<li id=\"menu-item-4439\" class=\"menu-item menu-item-type-post_type menu-item-object-page\"><a href=\"https:\/\/health.uconn.edu\/clinical-research-center\/services\/informatics-core\/redcap\/redcap-project-eligibility\/\">REDCap Usage &amp; Project Eligibility<\/a><\/li>\t<li id=\"menu-item-4440\" class=\"menu-item menu-item-type-post_type menu-item-object-page\"><a href=\"https:\/\/health.uconn.edu\/clinical-research-center\/services\/informatics-core\/redcap\/redcap-user-eligibility\/\">REDCap User Eligibility<\/a><\/li>\t<li id=\"menu-item-4438\" class=\"menu-item menu-item-type-post_type menu-item-object-page\"><a href=\"https:\/\/health.uconn.edu\/clinical-research-center\/services\/informatics-core\/redcap\/new-redcap-policy-and-fee-faq\/\">REDCap Usage Fees<\/a><\/li><!--.dropdown-->\n<\/ul>\n<\/li><li id=\"menu-item-4441\" class=\"menu-item menu-item-type-post_type menu-item-object-page\"><a href=\"https:\/\/health.uconn.edu\/clinical-research-center\/services\/informatics-core\/redcap\/redcap-account-request\/\">REDCap Account Request<\/a><\/li><li id=\"menu-item-4446\" class=\"menu-item menu-item-type-post_type menu-item-object-page menu-item-has-children dropdown\"><a href=\"https:\/\/health.uconn.edu\/clinical-research-center\/redcap-login-issues\/\" class=\"dropdown-toggle\" data-toggle=\"dropdown\">REDCap Login Issues<b class=\"caret\"><\/b><\/a>\n<ul class=\"dropdown-menu\">\n\t<li id=\"menu-item-4447\" class=\"menu-item menu-item-type-post_type menu-item-object-page\"><a href=\"https:\/\/health.uconn.edu\/clinical-research-center\/services\/informatics-core\/redcap\/redcap-account-request\/uchc-user-login-issues\/\">UCHC User Login Issues<\/a><\/li>\t<li id=\"menu-item-4448\" class=\"menu-item menu-item-type-post_type menu-item-object-page\"><a href=\"https:\/\/health.uconn.edu\/clinical-research-center\/services\/informatics-core\/redcap\/redcap-account-request\/login-issues\/\">UConn &amp; External Users Login Issues<\/a><\/li><!--.dropdown-->\n<\/ul>\n<\/li><li id=\"menu-item-4442\" class=\"menu-item menu-item-type-post_type menu-item-object-page\"><a href=\"https:\/\/health.uconn.edu\/clinical-research-center\/services\/informatics-core\/redcap\/redcap-training\/\">REDCap Training<\/a><\/li><li id=\"menu-item-4443\" class=\"menu-item menu-item-type-post_type menu-item-object-page\"><a href=\"https:\/\/health.uconn.edu\/clinical-research-center\/services\/informatics-core\/redcap\/guides-how-tos\/\">REDCap Guides &amp; How-to<\/a><\/li><li id=\"menu-item-4449\" class=\"menu-item menu-item-type-post_type menu-item-object-page menu-item-has-children dropdown\"><a href=\"https:\/\/health.uconn.edu\/clinical-research-center\/services\/informatics-core\/redcap\/scheduled-maintenance\/\" class=\"dropdown-toggle\" data-toggle=\"dropdown\">REDCap Maintenance<b class=\"caret\"><\/b><\/a>\n<ul class=\"dropdown-menu\">\n\t<li id=\"menu-item-4678\" class=\"menu-item menu-item-type-post_type menu-item-object-page\"><a href=\"https:\/\/health.uconn.edu\/clinical-research-center\/services\/informatics-core\/redcap\/scheduled-maintenance\/\">REDCap Maintenance<\/a><\/li>\t<li id=\"menu-item-4450\" class=\"menu-item menu-item-type-post_type menu-item-object-page\"><a href=\"https:\/\/health.uconn.edu\/clinical-research-center\/services\/informatics-core\/redcap\/scheduled-maintenance\/new-features-improvements\/\">REDCap Upgrade Details<\/a><\/li><!--.dropdown-->\n<\/ul>\n<\/li><li id=\"menu-item-4451\" class=\"menu-item menu-item-type-post_type menu-item-object-page\"><a href=\"https:\/\/health.uconn.edu\/clinical-research-center\/services\/informatics-core\/redcap\/redcap-systems\/\">REDCap Systems<\/a><\/li><li id=\"menu-item-4452\" class=\"menu-item menu-item-type-post_type menu-item-object-page\"><a href=\"https:\/\/health.uconn.edu\/clinical-research-center\/services\/informatics-core\/redcap\/using-redcap-for-nih-data-sharing\/\">Using REDCap for NIH Data Sharing<\/a><\/li><li id=\"menu-item-4453\" class=\"menu-item menu-item-type-post_type menu-item-object-page\"><a href=\"https:\/\/health.uconn.edu\/clinical-research-center\/services\/informatics-core\/redcap\/citing-redcap\/\">Citing REDCap<\/a><\/li><li id=\"menu-item-4455\" class=\"menu-item menu-item-type-post_type menu-item-object-page\"><a href=\"https:\/\/health.uconn.edu\/clinical-research-center\/services\/informatics-core\/redcap\/redcap_news\/\">REDCap News You Can Use<\/a><\/li><\/ul><\/div><div id=\"top\" class=\"redcap-identifiers-guide\" style=\"max-width: 1100px;margin: 0 auto;line-height: 1.7;color: #1f2937\">\n<h1 style=\"margin-bottom: 6px\">Identifiers &amp; PHI in REDCap<\/h1>\n<p style=\"font-size: 1.08em;margin-top: 0\">REDCap may be used to collect and store research data that includes identifiers or Protected Health Information (PHI).<br \/>\nBefore collecting identifiable data, study teams must understand institutional requirements, IRB expectations, and applicable HIPAA regulations.<\/p>\n<div style=\"background: #fef2f2;border-left: 6px solid #dc2626;padding: 14px 16px;margin: 22px 0;border-radius: 4px\"><strong>Important:<\/strong> The collection and storage of identifiable data in REDCap must be explicitly approved in your IRB protocol and supported by appropriate safeguards.<\/div>\n<div style=\"background: #f0f9ff;border: 1px solid #bae6fd;padding: 16px 18px;margin: 24px 0;border-radius: 6px\">\n<h2 style=\"margin-top: 0\">On this page<\/h2>\n<ul style=\"margin: 0;padding-left: 20px\">\n<li><a href=\"#hipaa\">HIPAA Responsibilities<\/a><\/li>\n<li><a href=\"#participant-id\">Participant ID Best Practices<\/a><\/li>\n<li><a href=\"#permitted\">Permitted Identifiers<\/a><\/li>\n<li><a href=\"#restricted\">Restricted Data<\/a><\/li>\n<li><a href=\"#irb\">Follow Your IRB-Approved Plan<\/a><\/li>\n<li><a href=\"#email\">Email Use &amp; Identifier Linkage<\/a><\/li>\n<li><a href=\"#separation\">When Identifiers Must Be Stored Separately<\/a><\/li>\n<li><a href=\"#storing\">If Storing Identifiers Is Required<\/a><\/li>\n<li><a href=\"#changes\">Changes Require IRB Approval<\/a><\/li>\n<\/ul>\n<\/div>\n<p><strong>Recommended Reading:<\/strong><br \/>\n<a href=\"https:\/\/www.sciencedirect.com\/science\/article\/pii\/S1532046418301345?via%3Dihub\"><br \/>\n<em>A beginner\u2019s guide to avoiding Protected Health Information (PHI) issues in clinical research \u2013 with how-to\u2019s in REDCap<\/em><br \/>\n<\/a><\/p>\n<hr style=\"margin: 30px 0\" \/>\n<h2 id=\"hipaa\" style=\"background: #329EB8;color: white;padding: 12px 16px;border-radius: 6px\">HIPAA Responsibilities<\/h2>\n<p>Compliance with HIPAA is a shared responsibility. Users collecting, storing, or sharing PHI in REDCap are responsible for:<\/p>\n<ul>\n<li>Using and disclosing only the <strong>minimum necessary<\/strong> PHI<\/li>\n<li>Ensuring PHI is accessible only to <strong>authorized individuals<\/strong><\/li>\n<li>Obtaining required <strong>authorizations, data use agreements, and BAAs<\/strong><\/li>\n<li>Following all applicable <strong>institutional, IRB, and regulatory policies<\/strong><\/li>\n<\/ul>\n<div style=\"text-align: right\"><a href=\"#top\">Back to top \u2191<\/a><\/div>\n<hr style=\"margin: 30px 0\" \/>\n<h2 id=\"participant-id\" style=\"background: #329EB8;color: white;padding: 12px 16px;border-radius: 6px\">Participant ID Best Practices<\/h2>\n<ul>\n<li>Avoid using names, initials, MRNs, or identifiable data in record IDs<\/li>\n<li>Use <strong>non-identifiable, coded IDs<\/strong><\/li>\n<li>Ensure IDs support longitudinal tracking without exposing identity<\/li>\n<\/ul>\n<div style=\"background: #eff6ff;border-left: 6px solid #2563eb;padding: 14px 16px;margin: 20px 0;border-radius: 4px\"><strong>Best practice:<\/strong> Record IDs should never contain PHI or directly identifiable information.<\/div>\n<div style=\"text-align: right\"><a href=\"#top\">Back to top \u2191<\/a><\/div>\n<hr style=\"margin: 30px 0\" \/>\n<h2 id=\"permitted\" style=\"background: #329EB8;color: white;padding: 12px 16px;border-radius: 6px\">Permitted Identifiers (With IRB Approval)<\/h2>\n<p>The following identifiers may be collected <strong>only if explicitly approved by the IRB<\/strong> and must be marked as Identifier fields in REDCap:<\/p>\n<ul>\n<li>Dates (except year)<\/li>\n<li>Names (including initials)<\/li>\n<li>Geographic subdivisions smaller than a state<\/li>\n<li>Phone numbers<\/li>\n<li>Fax numbers<\/li>\n<li>Email addresses<\/li>\n<\/ul>\n<div style=\"background: #fff7ed;border-left: 6px solid #ea580c;padding: 14px 16px;margin: 20px 0;border-radius: 4px\"><strong>Important:<\/strong> Fields not marked as identifiers will not be excluded from exports.<\/div>\n<div style=\"text-align: right\"><a href=\"#top\">Back to top \u2191<\/a><\/div>\n<hr style=\"margin: 30px 0\" \/>\n<h2 id=\"restricted\" style=\"background: #329EB8;color: white;padding: 12px 16px;border-radius: 6px\">Restricted Data (Not Permitted)<\/h2>\n<p>The following sensitive data types must <strong>not<\/strong> be stored in UConn Health REDCap:<\/p>\n<table style=\"border-collapse: collapse;width: 100%\">\n<tbody>\n<tr>\n<td>Medical Record Numbers (MRNs)<\/td>\n<td>Social Security Numbers<\/td>\n<\/tr>\n<tr>\n<td>Account Numbers<\/td>\n<td>IP Addresses<\/td>\n<\/tr>\n<tr>\n<td>Health Plan Beneficiary Numbers<\/td>\n<td>Biometric Identifiers<\/td>\n<\/tr>\n<tr>\n<td>Full-face Photographs<\/td>\n<td>Audio\/Video Recordings<\/td>\n<\/tr>\n<tr>\n<td>Financial \/ PCI Data<\/td>\n<td>ITAR-restricted Data<\/td>\n<\/tr>\n<tr>\n<td>Mother\u2019s Maiden Name<\/td>\n<td>Vehicle Identifiers<\/td>\n<\/tr>\n<\/tbody>\n<\/table>\n<div style=\"background: #fef2f2;border-left: 6px solid #dc2626;padding: 14px 16px;margin: 20px 0;border-radius: 4px\"><strong>Important:<\/strong> These data types are prohibited regardless of study design or IRB approval.<\/div>\n<div style=\"text-align: right\"><a href=\"#top\">Back to top \u2191<\/a><\/div>\n<hr style=\"margin: 30px 0\" \/>\n<h2 id=\"irb\" style=\"background: #329EB8;color: white;padding: 12px 16px;border-radius: 6px\">Follow Your IRB-Approved Plan<\/h2>\n<ul>\n<li>All REDCap data collection must align with IRB-approved materials<\/li>\n<li>Do not collect data not explicitly approved<\/li>\n<li>Ensure access and storage align with confidentiality requirements<\/li>\n<\/ul>\n<div style=\"background: #eff6ff;border-left: 6px solid #2563eb;padding: 14px 16px;margin: 20px 0;border-radius: 4px\"><strong>Core Principle:<\/strong> If it is not in your IRB protocol, it should not be in your REDCap project.<\/div>\n<div style=\"text-align: right\"><a href=\"#top\">Back to top \u2191<\/a><\/div>\n<hr style=\"margin: 30px 0\" \/>\n<h2 id=\"email\" style=\"background: #329EB8;color: white;padding: 12px 16px;border-radius: 6px\">Email Use &amp; Identifier Linkage<\/h2>\n<p>Using email addresses for survey distribution (Survey Invitations or ASIs) creates a <strong>direct linkage between participant identity and study data<\/strong>.<\/p>\n<ul>\n<li>Email use must be <strong>explicitly described in the IRB protocol<\/strong><\/li>\n<li>Consent materials must disclose this use<\/li>\n<li>Survey responses are <strong>linked to identifiable participants<\/strong><\/li>\n<\/ul>\n<div style=\"background: #fef2f2;border-left: 6px solid #dc2626;padding: 14px 16px;margin: 20px 0;border-radius: 4px\"><strong>Important:<\/strong> If email is used for survey distribution, you <strong>cannot state that identifiers are fully separated from study data<\/strong>.<\/div>\n<h3>Best Practice Recommendations<\/h3>\n<ul>\n<li>Restrict access using <strong>User Rights and DAGs<\/strong><\/li>\n<li>Exclude identifiers from unnecessary forms\/exports<\/li>\n<li>Consider a <strong>separate contact project<\/strong> if separation is required<\/li>\n<\/ul>\n<div style=\"text-align: right\"><a href=\"#top\">Back to top \u2191<\/a><\/div>\n<hr style=\"margin: 30px 0\" \/>\n<h2 id=\"separation\" style=\"background: #329EB8;color: white;padding: 12px 16px;border-radius: 6px\">When Identifiers Must Be Stored Separately<\/h2>\n<ul>\n<li>Use a <strong>separate REDCap project<\/strong> for identifiers<\/li>\n<li>Avoid direct linkage unless IRB-approved<\/li>\n<\/ul>\n<p><strong>Example:<\/strong> Store consent forms in a separate \u201cConsent\u201d project.<\/p>\n<div style=\"text-align: right\"><a href=\"#top\">Back to top \u2191<\/a><\/div>\n<hr style=\"margin: 30px 0\" \/>\n<h2 id=\"storing\" style=\"background: #329EB8;color: white;padding: 12px 16px;border-radius: 6px\">If Storing Identifiers Is Required<\/h2>\n<ul>\n<li>Confirm IRB approval<\/li>\n<li>Apply appropriate safeguards<\/li>\n<li>Limit access to authorized personnel only<\/li>\n<\/ul>\n<div style=\"text-align: right\"><a href=\"#top\">Back to top \u2191<\/a><\/div>\n<hr style=\"margin: 30px 0\" \/>\n<h2 id=\"changes\" style=\"background: #329EB8;color: white;padding: 12px 16px;border-radius: 6px\">Changes Require IRB Approval<\/h2>\n<ul>\n<li>All changes must be IRB-approved <strong>before implementation<\/strong><\/li>\n<li>Consult IRB for Exempt studies before making changes<\/li>\n<\/ul>\n<div style=\"background: #fff7ed;border-left: 6px solid #ea580c;padding: 14px 16px;margin: 20px 0;border-radius: 4px\"><strong>Important:<\/strong> Unauthorized changes may invalidate your study approval.<\/div>\n<div style=\"text-align: right\"><a href=\"#top\">Back to top \u2191<\/a><\/div>\n<\/div>\n","protected":false},"excerpt":{"rendered":"<p>REDCap Usage REDCap User Agreement REDCap Usage &amp; Project Eligibility REDCap User Eligibility REDCap Usage Fees REDCap Account RequestREDCap Login Issues UCHC User Login Issues UConn &amp; External Users Login Issues REDCap TrainingREDCap Guides &amp; How-toREDCap Maintenance REDCap Maintenance REDCap Upgrade Details REDCap SystemsUsing REDCap for NIH Data SharingCiting REDCapREDCap News You Can Use Identifiers [&hellip;]<\/p>\n","protected":false},"author":4679,"featured_media":0,"parent":914,"menu_order":0,"comment_status":"closed","ping_status":"closed","template":"","meta":{"_acf_changed":false,"footnotes":""},"acf":[],"publishpress_future_action":{"enabled":false,"date":"2026-05-02 00:40:43","action":"change-status","newStatus":"draft","terms":[],"taxonomy":""},"_links":{"self":[{"href":"https:\/\/health.uconn.edu\/clinical-research-center\/wp-json\/wp\/v2\/pages\/4700"}],"collection":[{"href":"https:\/\/health.uconn.edu\/clinical-research-center\/wp-json\/wp\/v2\/pages"}],"about":[{"href":"https:\/\/health.uconn.edu\/clinical-research-center\/wp-json\/wp\/v2\/types\/page"}],"author":[{"embeddable":true,"href":"https:\/\/health.uconn.edu\/clinical-research-center\/wp-json\/wp\/v2\/users\/4679"}],"replies":[{"embeddable":true,"href":"https:\/\/health.uconn.edu\/clinical-research-center\/wp-json\/wp\/v2\/comments?post=4700"}],"version-history":[{"count":2,"href":"https:\/\/health.uconn.edu\/clinical-research-center\/wp-json\/wp\/v2\/pages\/4700\/revisions"}],"predecessor-version":[{"id":4742,"href":"https:\/\/health.uconn.edu\/clinical-research-center\/wp-json\/wp\/v2\/pages\/4700\/revisions\/4742"}],"up":[{"embeddable":true,"href":"https:\/\/health.uconn.edu\/clinical-research-center\/wp-json\/wp\/v2\/pages\/914"}],"wp:attachment":[{"href":"https:\/\/health.uconn.edu\/clinical-research-center\/wp-json\/wp\/v2\/media?parent=4700"}],"curies":[{"name":"wp","href":"https:\/\/api.w.org\/{rel}","templated":true}]}}