{"id":4722,"date":"2026-04-07T13:54:51","date_gmt":"2026-04-07T17:54:51","guid":{"rendered":"https:\/\/health.uconn.edu\/clinical-research-center\/?page_id=4722"},"modified":"2026-04-08T16:46:07","modified_gmt":"2026-04-08T20:46:07","slug":"4722-2","status":"publish","type":"page","link":"https:\/\/health.uconn.edu\/clinical-research-center\/services\/informatics-core\/redcap\/guides-how-tos\/4722-2\/","title":{"rendered":"REDCap Project Closure Guide"},"content":{"rendered":"<div id=\"top\" class=\"redcap-project-closure-guide\" style=\"max-width: 1100px;margin: 0 auto;line-height: 1.7;color: #1f2937\">\n<p style=\"font-size: 1.08em;margin-top: 0\"><strong>Data Retention, Archiving, and Project Deletion<\/strong><\/p>\n<p>Closing a REDCap project requires careful planning to ensure that all data, documents, and regulatory materials are properly retained before deletion.<\/p>\n<div style=\"background: #fff7ed;border-left: 6px solid #ea580c;padding: 14px 16px;margin: 22px 0;border-radius: 4px\"><strong>Important:<\/strong> Project deletion is permanent and irreversible. All required materials should be exported, reviewed, and securely saved before a deletion request is submitted.<\/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;margin-bottom: 10px;font-size: 1.2em\">Table of Contents<\/h2>\n<ul style=\"margin: 0;padding-left: 20px\">\n<li><a href=\"#overview\">Recommended Closure Workflow<\/a><\/li>\n<li><a href=\"#step1\">Step 1: Export Project Data<\/a><\/li>\n<li><a href=\"#step2\">Step 2: Download Project Structure<\/a><\/li>\n<li><a href=\"#step3\">Step 3: Download eConsent PDFs<\/a><\/li>\n<li><a href=\"#step4\">Step 4: Download Uploaded Files<\/a><\/li>\n<li><a href=\"#step5\">Step 5: Export Project XML Backup<\/a><\/li>\n<li><a href=\"#step6\">Step 6: Confirm Secure Storage<\/a><\/li>\n<li><a href=\"#step7\">Step 7: Request Project Deletion<\/a><\/li>\n<li><a href=\"#final-reminder\">Final Reminder<\/a><\/li>\n<\/ul>\n<\/div>\n<hr style=\"margin: 30px 0;border: 0;border-top: 1px solid #d1d5db\" \/>\n<h2 id=\"overview\" style=\"background: #329EB8;color: #ffffff;padding: 12px 16px;border-radius: 6px;margin-bottom: 16px\">Recommended Closure Workflow<\/h2>\n<p>Follow this sequence to safely close your REDCap project:<\/p>\n<ol style=\"padding-left: 22px\">\n<li>Export project data<\/li>\n<li>Download project structure (Codebook \/ Data Dictionary)<\/li>\n<li>Download eConsent PDFs, if applicable<\/li>\n<li>Download uploaded files, if applicable<\/li>\n<li>Export a project XML backup, if needed<\/li>\n<li>Confirm all materials have been securely stored<\/li>\n<li>Request project deletion<\/li>\n<\/ol>\n<div style=\"text-align: right;margin-top: 14px\"><a href=\"#top\" style=\"background: #eef6f8;color: #1f2937;padding: 6px 12px;text-decoration: none;border-radius: 20px;font-size: 0.95em\">Back to top \u2191<\/a><\/div>\n<hr style=\"margin: 30px 0;border: 0;border-top: 1px solid #d1d5db\" \/>\n<h2 id=\"step1\" style=\"background: #329EB8;color: #ffffff;padding: 12px 16px;border-radius: 6px;margin-bottom: 16px\">Step 1: Export Project Data<\/h2>\n<p>Before closing a project, download the project data from:<\/p>\n<p><strong>Applications \u2192 Data Exports, Reports, and Stats \u2192 Export Data<\/strong><\/p>\n<p>Your ability to export data depends on the <strong>Data Export Rights<\/strong> assigned to you for each instrument in the project.<\/p>\n<table style=\"width: 100%;border-collapse: collapse;margin: 20px 0\">\n<thead>\n<tr>\n<th style=\"border: 1px solid #d1d5db;padding: 10px;text-align: left;background: #f3f4f6\">Permission Level<\/th>\n<th style=\"border: 1px solid #d1d5db;padding: 10px;text-align: left;background: #f3f4f6\">Description<\/th>\n<\/tr>\n<\/thead>\n<tbody>\n<tr>\n<td style=\"border: 1px solid #d1d5db;padding: 10px\"><strong>No Access<\/strong><\/td>\n<td style=\"border: 1px solid #d1d5db;padding: 10px\">Data cannot be exported from that form.<\/td>\n<\/tr>\n<tr>\n<td style=\"border: 1px solid #d1d5db;padding: 10px\"><strong>De-Identified<\/strong><\/td>\n<td style=\"border: 1px solid #d1d5db;padding: 10px\">Removes free-form text fields, date\/time fields, and fields marked as identifiers.<\/td>\n<\/tr>\n<tr>\n<td style=\"border: 1px solid #d1d5db;padding: 10px\"><strong>Remove All Identifier Fields<\/strong><\/td>\n<td style=\"border: 1px solid #d1d5db;padding: 10px\">Removes only fields marked as identifiers.<\/td>\n<\/tr>\n<tr>\n<td style=\"border: 1px solid #d1d5db;padding: 10px\"><strong>Full Data Set<\/strong><\/td>\n<td style=\"border: 1px solid #d1d5db;padding: 10px\">Includes all fields, including identifiers and other PHI.<\/td>\n<\/tr>\n<\/tbody>\n<\/table>\n<div style=\"background: #fff7ed;border-left: 6px solid #ea580c;padding: 14px 16px;margin: 20px 0;border-radius: 4px\"><strong>Important:<\/strong> If a field containing identifiers, such as an DOB, was not marked as an <em>Identifier<\/em> in the project, it will not be removed from a de-identified export.<\/div>\n<p>If the <strong>Export Data<\/strong> 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.<\/p>\n<p>If expected fields are missing from the exported dataset, this typically means one of the following:<\/p>\n<ul style=\"padding-left: 20px\">\n<li>You do not have export rights for one or more forms, or<\/li>\n<li>You do not have <strong>Full Data Set<\/strong> rights for one or more forms, so some fields were removed from the export.<\/li>\n<\/ul>\n<div style=\"text-align: right;margin-top: 14px\"><a href=\"#top\" style=\"background: #eef6f8;color: #1f2937;padding: 6px 12px;text-decoration: none;border-radius: 20px;font-size: 0.95em\">Back to top \u2191<\/a><\/div>\n<hr style=\"margin: 30px 0;border: 0;border-top: 1px solid #d1d5db\" \/>\n<h2 id=\"step2\" style=\"background: #329EB8;color: #ffffff;padding: 12px 16px;border-radius: 6px;margin-bottom: 16px\">Step 2: Download Project Structure<\/h2>\n<p>Download the project structure from the left-hand project menu.<\/p>\n<ul style=\"padding-left: 20px\">\n<li><strong>Codebook<\/strong> \u2013 a human-readable reference showing field names, labels, and attributes<\/li>\n<li><strong>Data Dictionary<\/strong> \u2013 a CSV file containing the project metadata used to build the project<\/li>\n<\/ul>\n<div style=\"background: #eff6ff;border-left: 6px solid #2563eb;padding: 14px 16px;margin: 20px 0;border-radius: 4px\"><strong>Key distinction:<\/strong> The Codebook is for reference only. The Data Dictionary can be used to recreate the project structure.<\/div>\n<p>You must have the <strong>Project Design &amp; Setup<\/strong> user right to access and download the Data Dictionary.<\/p>\n<div style=\"text-align: right;margin-top: 14px\"><a href=\"#top\" style=\"background: #eef6f8;color: #1f2937;padding: 6px 12px;text-decoration: none;border-radius: 20px;font-size: 0.95em\">Back to top \u2191<\/a><\/div>\n<hr style=\"margin: 30px 0;border: 0;border-top: 1px solid #d1d5db\" \/>\n<h2 id=\"step3\" style=\"background: #329EB8;color: #ffffff;padding: 12px 16px;border-radius: 6px;margin-bottom: 16px\">Step 3: Download eConsent PDFs<\/h2>\n<p>If your project used eConsent and PDF copies were stored in REDCap, download them from:<\/p>\n<p><strong>Applications \u2192 File Repository \u2192 PDF Snapshot Archive<\/strong><\/p>\n<p>Select <strong>Download all (zip)<\/strong> to retrieve the PDF copies of completed consents.<\/p>\n<div style=\"background: #fff7ed;border-left: 6px solid #ea580c;padding: 14px 16px;margin: 20px 0;border-radius: 4px\"><strong>Important:<\/strong> 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.<\/div>\n<p>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.<\/p>\n<p>If <strong>File Repository<\/strong> is not visible, you do not have the necessary user rights to access it.<\/p>\n<div style=\"text-align: right;margin-top: 14px\"><a href=\"#top\" style=\"background: #eef6f8;color: #1f2937;padding: 6px 12px;text-decoration: none;border-radius: 20px;font-size: 0.95em\">Back to top \u2191<\/a><\/div>\n<hr style=\"margin: 30px 0;border: 0;border-top: 1px solid #d1d5db\" \/>\n<h2 id=\"step4\" style=\"background: #329EB8;color: #ffffff;padding: 12px 16px;border-radius: 6px;margin-bottom: 16px\">Step 4: Download Uploaded Files<\/h2>\n<p>If your project contains files uploaded through <strong>File Upload<\/strong> fields and those files need to be retained, they must be downloaded separately from the dataset export.<\/p>\n<p>The most efficient method is to create a report that includes all file upload fields, then open the report and select <strong>Download Files (zip)<\/strong>.<\/p>\n<div style=\"background: #fff7ed;border-left: 6px solid #ea580c;padding: 14px 16px;margin: 20px 0;border-radius: 4px\"><strong>Important:<\/strong> 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.<\/div>\n<div style=\"text-align: right;margin-top: 14px\"><a href=\"#top\" style=\"background: #eef6f8;color: #1f2937;padding: 6px 12px;text-decoration: none;border-radius: 20px;font-size: 0.95em\">Back to top \u2191<\/a><\/div>\n<hr style=\"margin: 30px 0;border: 0;border-top: 1px solid #d1d5db\" \/>\n<h2 id=\"step5\" style=\"background: #329EB8;color: #ffffff;padding: 12px 16px;border-radius: 6px;margin-bottom: 16px\">Step 5: Export Project XML Backup<\/h2>\n<p>If the project may need to be recreated or migrated in the future, exporting the project as an XML file is recommended.<\/p>\n<p>Navigate to:<\/p>\n<p><strong>Project Setup \u2192 Other Functionality<\/strong><\/p>\n<p>Under <strong>Copy or Back Up the Project<\/strong>, choose one of the following:<\/p>\n<ul style=\"padding-left: 20px\">\n<li><strong>Download metadata only (XML)<\/strong> \u2013 exports the project structure only<\/li>\n<li><strong>Download metadata &amp; data (XML)<\/strong> \u2013 exports the project structure and data<\/li>\n<\/ul>\n<p>An XML export may be useful for:<\/p>\n<ul style=\"padding-left: 20px\">\n<li>Recreating the project on another REDCap server<\/li>\n<li>Maintaining an archival copy of the project structure<\/li>\n<li>Migrating to another ODM-compatible system<\/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> XML exports do not include the project&#8217;s logging history or files stored in the File Repository, such as eConsent PDFs.<\/div>\n<p>If the project is large, the XML export with data may fail. If that occurs, try exporting without data or reduce the included options.<\/p>\n<p>You must have the <strong>Project Design &amp; Setup<\/strong> user right to access <strong>Other Functionality<\/strong>.<\/p>\n<div style=\"text-align: right;margin-top: 14px\"><a href=\"#top\" style=\"background: #eef6f8;color: #1f2937;padding: 6px 12px;text-decoration: none;border-radius: 20px;font-size: 0.95em\">Back to top \u2191<\/a><\/div>\n<hr style=\"margin: 30px 0;border: 0;border-top: 1px solid #d1d5db\" \/>\n<h2 id=\"step6\" style=\"background: #329EB8;color: #ffffff;padding: 12px 16px;border-radius: 6px;margin-bottom: 16px\">Step 6: Confirm Secure Storage<\/h2>\n<p>Before requesting project deletion, confirm that all required materials have been securely saved outside REDCap.<\/p>\n<ul style=\"padding-left: 20px\">\n<li>Project data has been exported<\/li>\n<li>The Codebook and\/or Data Dictionary has been saved<\/li>\n<li>eConsent PDFs have been downloaded, if applicable<\/li>\n<li>Uploaded files have been downloaded, if applicable<\/li>\n<li>Any XML backup needed for future recreation has been saved<\/li>\n<\/ul>\n<p>All files should be stored in a secure, institutionally approved location, such as a departmental server, OneDrive, or another approved storage platform.<\/p>\n<div style=\"background: #fff7ed;border-left: 6px solid #ea580c;padding: 14px 16px;margin: 20px 0;border-radius: 4px\"><strong>Important:<\/strong> REDCap should not be used as a long-term archive for project data or regulatory documentation.<\/div>\n<div style=\"text-align: right;margin-top: 14px\"><a href=\"#top\" style=\"background: #eef6f8;color: #1f2937;padding: 6px 12px;text-decoration: none;border-radius: 20px;font-size: 0.95em\">Back to top \u2191<\/a><\/div>\n<hr style=\"margin: 30px 0;border: 0;border-top: 1px solid #d1d5db\" \/>\n<h2 id=\"step7\" style=\"background: #329EB8;color: #ffffff;padding: 12px 16px;border-radius: 6px;margin-bottom: 16px\">Step 7: Request Project Deletion<\/h2>\n<p><strong>Only complete this step after all required data, files, and documentation have been securely saved.<\/strong><\/p>\n<p>To delete the project, navigate to:<\/p>\n<p><strong>Project Setup \u2192 Other Functionality<\/strong><\/p>\n<p>Then select:<\/p>\n<ul style=\"padding-left: 20px\">\n<li><strong>Delete the project<\/strong> for projects in <strong>Development<\/strong> mode<\/li>\n<li><strong>Request delete project<\/strong> for projects in <strong>Production<\/strong> mode<\/li>\n<\/ul>\n<p>When prompted, type <strong>Delete<\/strong> to confirm.<\/p>\n<div style=\"background: #eff6ff;border-left: 6px solid #2563eb;padding: 14px 16px;margin: 20px 0;border-radius: 4px\"><strong>Note:<\/strong> Development projects are deleted immediately. Production projects require REDCap administrator approval before deletion is completed.<\/div>\n<p>You must have the <strong>Project Design &amp; Setup<\/strong> user right to access <strong>Project Setup<\/strong> and <strong>Other Functionality<\/strong>.<\/p>\n<div style=\"text-align: right;margin-top: 14px\"><a href=\"#top\" style=\"background: #eef6f8;color: #1f2937;padding: 6px 12px;text-decoration: none;border-radius: 20px;font-size: 0.95em\">Back to top \u2191<\/a><\/div>\n<hr style=\"margin: 30px 0;border: 0;border-top: 1px solid #d1d5db\" \/>\n<h2 id=\"final-reminder\" style=\"background: #329EB8;color: #ffffff;padding: 12px 16px;border-radius: 6px;margin-bottom: 16px\">Final Reminder<\/h2>\n<p>Once a REDCap project is deleted, its data, structure, and stored files cannot be recovered unless they were exported and securely retained beforehand.<\/p>\n<p><strong>Best practice:<\/strong> Export, verify, secure, and then delete.<\/p>\n<div style=\"text-align: right;margin-top: 14px\"><a href=\"#top\" style=\"background: #eef6f8;color: #1f2937;padding: 6px 12px;text-decoration: none;border-radius: 20px;font-size: 0.95em\">Back to top \u2191<\/a><\/div>\n<\/div>\n","protected":false},"excerpt":{"rendered":"<p>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. Table of Contents Recommended Closure [&hellip;]<\/p>\n","protected":false},"author":4679,"featured_media":0,"parent":2190,"menu_order":0,"comment_status":"closed","ping_status":"closed","template":"","meta":{"_acf_changed":false,"footnotes":""},"acf":[],"publishpress_future_action":{"enabled":false,"date":"2026-05-04 03:58:34","action":"change-status","newStatus":"draft","terms":[],"taxonomy":""},"_links":{"self":[{"href":"https:\/\/health.uconn.edu\/clinical-research-center\/wp-json\/wp\/v2\/pages\/4722"}],"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=4722"}],"version-history":[{"count":5,"href":"https:\/\/health.uconn.edu\/clinical-research-center\/wp-json\/wp\/v2\/pages\/4722\/revisions"}],"predecessor-version":[{"id":4777,"href":"https:\/\/health.uconn.edu\/clinical-research-center\/wp-json\/wp\/v2\/pages\/4722\/revisions\/4777"}],"up":[{"embeddable":true,"href":"https:\/\/health.uconn.edu\/clinical-research-center\/wp-json\/wp\/v2\/pages\/2190"}],"wp:attachment":[{"href":"https:\/\/health.uconn.edu\/clinical-research-center\/wp-json\/wp\/v2\/media?parent=4722"}],"curies":[{"name":"wp","href":"https:\/\/api.w.org\/{rel}","templated":true}]}}