LIMS data management and transfer

1. LIMS data management and transfer DAHLD

2. What we are going to learn • Data Transfer • Data Import • Data Export • Database Backup and Restore • Uninstalling and re-installing LIMS

3. Data Transfer • An automated process of transferring data between the lower and immediate upper levels. • District >>> ADD >>> DAHLD >>> SADC • Currently data is transferred from National/Country to SADC • Files transferred are text files with file type .txt

4. Directory Structure • Country Folders Files already sent to SADC Files waiting to be sent to SADC

5. SADC Structure File import logs File export logs Files received from country Files transferred

6. Process: SEND

7. RECEIVE

8. Send and Receive • Always check the log file • Move the send files to avoid resending

9. Data Import • LIMS allows users to import their historic data into the application and continue using it. • It also has the functionality of exporting the entire data per module either for further analysis or to integrate it to other applications.

10. Processing: Export

11. Processing: Import

12. Backup and Restore • The functionality of making backup guarantees that the data collected, transferred and captured with a lot of efforts is kept from unintentional and intentional losses. • Follow agreed procedures of making regular backups.

14. Database Restore EXIT LIMS STARTLIMS

15. Installing and uninstalling LIMS • There are many situations in which it may be necessary to uninstall and re-install LIMS • The programme is having issues with other programmes • The Windows (or other) OS is having issues with LIMS • The computer is crashing • We outline how you can uninstall and re-install the programme without losing your data

16. Copy the LIMS_BE.mdb file from c:\Program Files to another folder (location) for back up purpose. • Note that this is the data you will connect to your new LIMS installation. • Do similar backup for files in FilesToSend and SentFiles folders

17. Uninstalling the old version of LIMS • The procedure here is to • Close all MS Office programs, • Click on Start • Click Control Panel and finally • Add/Remove Programs.

18. Uninstalling the old version of LIMS • This will list the available programs on your computer in alphabetical order. • Look for LIMS, select it by placing the cursor on it and click on Remove. • It asks for confirmation, accept that. • Please be careful not to select the program above or below LIMS in the list you may accidentally remove important program.

19. Cleaning the hard disk • Once the old LIMS version is uninstalled, you need to clean your hard disk from any LIMS file related to the previous installation. • This can be achieved by deleting the LIMS folder from C:\Program Files. • Once the disk is free from the previous installation, you can start installing the new LIMS version (2.0.6.1). • Double click on the file and follow the instruction on the screen.

20. Please note  • It is assumed that the date is correct on your computer and all MS Office programs are closed during the installation. • Refer to your training notes or user manual if you have difficulties.

21. Once the new version of LIMS is installed, you can do a couple of things. • Rename your LIMS_BE.mdb file of the new installation (find in c:\Program Files\LIMS) as old or empty e.g. LIMS_BE_Empty.mdb • Copy your backup LIMS_BE.mdb referred to in the stage 1 of this instruction. • This is the best one and we recommend all to use this method. • You then proceed to log in using your old account details

22. If this does not work, you can import back your data, which is prepared for you as one single file and sent to you together with this instruction.

23. Importing data • Create an account for yourself (User ID and Password) and grant yourself all the rights. • Note that those of you who connect your backup data (LIMS_BE.mdb) from the previous installation do not need to create new account.

24. Importing data • You can continue using your previous User ID and Password once the empty backend is renamed and your backup with data is connected to the new installation. • After creating a user and granting access rights, close LIMS and log in again using the newly created User ID and Password.

25. Importing data • Navigate to Administration/Data Management/Data Export/Import • Select the Import tab page and once in there select the user name.

26. Importing data • After selection, the details of the user who is going to import data will be displayed. I • n the import tab page, there is a need to select also the Module for which data is going to be imported. • In this particular case, it would be selecting from the dropdown menu under and to the right of Select report type Disease Report (see the image below)

27. Data quality control • You are reminded to make sure that data entered into LIMS are accurate • Check that the data you have entered are correct before saving the entry • However, there is the possibility of realizing that you have entered incorrect data. • There are three possible corrective measures

28. Possible corrective measures • Always backup your LIMS backend database (LIMS_BE.mdb) before making major changes to the database • Always remember to do this on routine basis • If the data entered are not extensive, you can delete the records step-wise from the lowest level upwards. • This is strongly discouraged • You can also simply terminate the validity of the data by terminating the user account.

29. End of presentation