Advantages and Disadvantages of using Electronic System in Ethical Review of Protocol: Lessons learned from Using Tablet PCs Jiraprapa Wipasa, PhD Research Institute for Health Sciences Chiang Mai University Chiang Mai, Thailand

 Protocol submission for ethical review requires a lot of paper  A large space is needed for archiving and administration  High amount of personnel effort involved  Slow throughput speed or high processing time  Electronic document system offers the potential to reduce hardcopy document expenditures and operating costs, and to improve speed and efficiency of the ethical review process.

 RIHES has committed to reducing paper use  Tablet computers have been provided to HEC members  One copy of protocol in paper is required on submission  Inquire investigators to submit electronic documents  HEC members review and comment on protocols through electronic files

Password-protected files are sent to members via Google drive

Objective: to evaluate the implementation results of using tablet PCs and submission through electronic files Method: Survey by using questionnaire –3 EC members –2 EC administrators –3 Researchers/project coordinators

 For EC members o Advantages/disadvantages of using tablet PC to review protocols o Issues to be improved  For researchers/project coordinators and EC administrators o Advantages/disadvantages of using tablet PC to review protocols o Issues to be improved for electronic file submission o Changes of costs

Advantages  Tablet PCs are portable (no more heavy bag!)  All electronic materials, including guidelines and standard operating procedures are in the device  Remote access to the files at any convenient time  Reduced time receiving-sending files  Files are password protected  Online materials can be accessible

Disadvantages Difficulty viewing multiple related files simultaneously Difficulty in typing when compared to computer Difficulties finding and marking up comments in electronic files Lack of familiarity with tablet or pen-based computing

Advantages Reducing approximately 11 folds on hardcopy document costs Saving time on producing copies and handling paper documents Reducing disposal and storage space Increasing staff productivity Shortening the expedited review process Easy to check completeness of documents

Disadvantages Concern on documents’ confidentiality Tracking system may be helpful

Advantages Reduce internal paper flows Documents being filed immediately and effortlessly Shortening time copying and preparing documents Shortening communication time to researchers Reducing disposal time and costs Reducing storage space

Disadvantages Inconsistency of file names submitted Long file names Difficulties converting file names (Thai to English) Resubmission of incorrect/incomplete documents slow down the process Training EC members (time, costs, standards)

A tablet PC offers significant potential advantages for reviewing protocols o Reducing hardcopy document costs, saving time producing copies, reducing disposal and storage space, increasing staff productivity and shortening the expedited review process Disadvantages were associated with using new technologies Costs of purchase and maintenance of the devices should be taken into consideration

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