Backup your REDCap project

XML backup, entire project and data. This is the most convenient form of complete backup as the process generates a single file that contains all of your project settings, forms, and data. While the export process usually works without issue, when attempting to import this file the REDCap process will nearly always fail, except for the tiniest projects. Once your project grows beyond a certain (unspecified) size then the backup XML file that includes data will become unusable. This is not the case for the XML file that does NOT include data (metadata only).

Tiny projects: Consider the size of your project; if you have a total of 50 fields or fewer, and fewer than 50 records, then your project could be considered tiny enough to allow the full backup option. However, to be safe, you should perform the first option “Backup 1.a Standard backup”.

Frequency: Unless your data is collected more slowly, then you are strongly encouraged to perform daily backup using the following: one of the ① backup options below, as well as option ②. Slower projects might consider a daily review of the project’s logging to determine if there have been alterations to the data since the last backup.

① Backup 1.a Standard backup

i) Download metadata only (XML)

This step produces an XML file containing all of the project framework.
Example: MyProject_2024-03-20_1246.REDCap.xml

Project Setup
> Other Functionality
> Download metadata only (XML)

ii) Export > Raw Data

This step produces a CSV file containing all of the project record data.

Data Exports, Reports, and Stats
> “A All Data” – “Export Data”
> CSV / Microsoft Excel (raw data)
> Export Data
Click the Excel CSV icon

① Backup 1.b Tiny projects

This step produces a single XML file that contains all of the project framework and data. For tiny projects only!

Project Setup
> Other Functionality
> Download metadata & data (XML)
> Export Entire Project (metadata & data)
Click on the REDCap XML icon

② Download logging

This option produces a CSV file containing all of the logging/audit information of your project. Note that this file contains data so must be treated as securely as data files.

Logging (left panel)
> Export (CSV): All logging

When any changes have been made to a project’s framework (forms, alerts, reports, dashboards, etc), then the project staff should perform a backup as per above as well as items listed below.

Note that these items will be included within the XML files above, however, having them stored separately greatly simplifies review of these features, can help identify changes, and greatly simplify the restore process of these features.

③ Data dictionary

This process produces a CSV file containing the definitions of the forms. This file is exceptionally useful where there can be a systematic approach to generating or editing form elements.

Left panel
> Dictionary
> Download the current Data Dictionary

④ User Rights

You require “User Rights” permission to access and perform backup of this feature.

This process should extract three CSV files containing a list of users, roles and permissions, and the user to role assignments.

The “Upload or download” option is found in the “User Rights” page.

⑤ Is the project longitudinal?

This option is available when your project has enabled the longitudinal feature.

Generally, these details will not change after moving to production.

This two-step process produces up to three CSV files, one containing arm details (ignore if your project is a single arm), events details, and instrument designations to events.

i) Define My Events

This step will produce up to two CSV files: arm details, event details.

Project Setup
> Define My Events
> Upload or download arms/events

ii) Designate Instruments for My Events

This step will produce one CSV containing instrument to event mappings.

Project Setup
> Designate Instruments for My Events
> Upload or download

⑥ Does the project use Data Access Groups (DAG)?

You will need “Data Access Groups” permission to access these options.

This option is only necessary if your project makes use of the Data Access Group feature.

This process will create two CSV files, data access group details, and the user to data access group assignments.

Click the “DAGs” option to open the “Data Access Groups” page.

Your project may have included signatures, uploaded files (scanned images, voice, video, documents (pdf), etc) that were uploaded by/for each participant. These can be downloaded in one compressed zip file via:
Data Exports, Reports, and Stats > Other Export Options > ZIP file of uploaded files (all records)

CAUTION: Because these files tend to be large, this option can produce a very large zip file that can tax the REDCap server, so please only perform this option out of normal hours (after 7pm and before 7am).

ALERT: this option produces a very large download, and severely taxes the REDCap server. Only perform this option out of normal hours (after 7pm and before 7am).

This option produces an enormous single PDF file containing all the forms filled out for every participant. Note that the produced files cannot be automatically imported back into REDCap, they would be for viewing / your own records.