Data suppliers
Data requests
Orygen staff generate a data request email that specifies the data provider (that is, the site), the date range of the data required, and the email address for the appropriate data provider representative. This automatically sends an email containing a link to a unique page via which the data provider can upload their file.
Preparing your data
Data specifications
Datafiles must match the date range specified in the data request email.
Data specification documentation in development.
Data format
Data must be provided in CSV format with UTF8 encoding.
Important: Once the file has been saved as a CSV, be careful not to open it in Excel. Excel will often change the format of fields such as the date, making the file invalid.
If you need to convert your CSV file to UTF-8 format after creation the following procedure will do so on Windows. Contact us for assistance should you need to do this on an alternative operating system or if this procedure does not work for you.
Open your CSV file in Notepad.
Click File in the top-left corner of your screen.
Click Save as…
In the dialog which appears, select the following options:
In the “Save as type” drop-down, select All Files.
In the “Encoding” drop-down, select UTF-8.
Rename your file using the .csv extension (Example: myproject.csv).
Click Save.
Your new CSV file is now encoded using the UTF-8 format and is ready to be imported
Uploading a datafile
Upload the datafile via the file upload page, accessible via the unique link included in the data request email.
If the issued upload link has expired, please contact the Orygen team at support+orygen-ed-data@logicly.com.au to request for the link to be re-issued.
When the file has been validated, you’ll receive an email from support@logicly.com.au with the outcome of the upload attempt. If the file is validated and uploaded successfully, it will be added to the Orygen Self-Harm database.
Troubleshooting upload errors
If the file does not pass validation it will be immediately deleted from the database. You’ll receive an email from support@logicly.com.au notifying you that the upload has failed. The email will list the validation errors.
You MUST address these errors and re-upload your file.
Please refer to the data specifications for information regarding the required file format, or email support+orygen-ed-data@logicly.com.au for assistance.
Data security
Managing the risk of inappropriate data being added to the database
The system includes a number of features designed specifically to reduce the risk of inappropriate data being supplied. The system only accepts CSV files as these cannot contain invisible data or remnants of deleted information as is the case with Excel files. In addition it will immediately reject and delete uploaded files that contain columns other than those specified (e.g. a “patient name” column is in the data) or where the data in columns does not match the expected formats where such validation is possible (e.g. free text appears in a date column). This process is applied before any data is inserted into the database.
In addition to the above, the UR Number is replaced with a study ID on the primary research dataset and the incoming UR number is saved in a secured lookup table separate from easily accessible data. Regular users of the system do not have access to the lookup table.
Identifiable data can only be included in the database if it is captured in any open text fields completed by the emergency department staff. An entire upload may be deleted if necessary. This process is currently something Logicly must do upon request. It would also be possible to redact information in a particular field via editing if necessary however currently this would be a manual process that Logicly would need to be directed to undertake.