Critical Steps in Data Management During a Crisis

Abstract

FLOW cytometry SRLs are tasked with a wide array of responsibilities and providing technical knowledge to users to ensure high-quality data is an essential function. It is critical to have standard operating procedures (SOP's) to protect the workstations generating the data and a formal system to manage and back up the data. When writing and implementing SOP's, there are multiple considerations to take into account. The possibility of data corruption and accidental deletion of data is at the core of the concerns and usually serves as a starting point of the thought process for making these preparations. However, there are other circumstances to consider in data management. Natural disasters and unforeseen conditions that arise, such as the current pandemic, pose a threat to data management, and considerations for these events is crucial when making a data management plan. There are four interconnected stages to managing an emergency: mitigation, preparedness, response, and recovery; lessons learned through one emergency may help plan and respond in the future (1). Emergency planning is essential to meet the challenges introduced by disaster situations, which can physically destroy data. Evaluating what situations could impact data integrity and implementing practices to mitigate them will ensure that the SRL is prepared and can respond in an emergency or, better yet, eliminate a potential disaster from happening. Mitigation efforts aim to limit an emergency's effect while the response and recovery aid in restoring what was affected or lost and provide an opportunity for improvement. The loss due to floods, fire, or other natural disasters, requires a system that keeps data backed up off-site. SRLs in regions prone to natural disasters have already experienced these challenges; Tulane university faced the difficult reality of the need to backup essential data off-site in the wake of Hurricane Katrina (2). Lessons learned from having locally stored data lost due to widespread damage to buildings have led to implementing systems for keeping data off-site out of the same geographical area to withstand a large-scale disaster. A comprehensive data management plan (Table 1) will prepare for potential threats to the hardware systems where data are collected and stored and respond by implementing practices that safeguard instrument workstations from data loss or corruption, including antiviral and malware software, restricting access to the Internet, and limiting external device connections. Other important considerations revolve around managing information related to raw data files that give data relevance and context, which we will discuss later. Research laboratories across the globe experienced the pandemic's impact. Information obtained through the ISAC SRL COVID-19 survey shows that many institutions began operating with new social distancing rules that included limited contact with others, staggered nonoverlapping work schedules, and working from home when possible (3). SRLs that were shutdown or had limited onsite...

Guidelines for establishing a cytometry laboratory

“…Data generated during cytometric acquisition should be backed up promptly, and ideally, the backup should be transferred to a remote location to prevent data loss due to computer failure, lab emergencies, or malicious attacks. Most institutions offer solutions for data preservation, and the backup process can be automated using a combination of manufacturer software features and backup software [14] Unless necessary for specific research purposes, user data should never contain patient‐identifying information. All SRL computers should have up‐to‐date security features, and outdated equipment that requires unsupported software and operating systems should be safeguarded with custom firewall setup to prevent external attacks.…”

How Shared Resource Laboratories have risen and adapted to the challenges of a global pandemic

“…With staff time in the lab being more limited, fewer manual processes for backing up and maintaining data may also be necessary. Many workplaces have had to swiftly adapt to this need and have had to make provisions for more automated data management and remote data access, topics discussed by Black et al (14).…”