Pseudonym management

Manage study pseudonym lists

In the Pseudonym lists tab you can create, rename, and delete pseudonym lists. You can also provide the date at which the pseudonym lists should be deleted (this is typically defined as part of the study consent).

If there are general lists, you can also define which general pseudonym lists need to be accessed in the context of this study.

Note

Even if you are not intending to use the pseudonyms provided by Castellum (e.g. because the study originated before you started using Castellum) it is still a good idea to create a pseudonym list. In that case, the mere existence of the list indicates that there is personal data for this study.

Delete study pseudonym lists

The date when a pseudonym list should be deleted (effectively anonymizing the research data) is usually defined in the ethics application and the study consent form.

Once you delete a pseudonym list from Castellum it is no longer possible to answer export or delete requests. Make sure that all relevant external data has been deleted before you delete a pseudonym list from Castellum. Then proceed as follows:

  1. Find the study at the Studies page, click Details

  2. Go to the Pseudonym lists tab.

  3. Find the relevant pseudonym list and click Delete.

  4. Follow the instructions to confirm the deletion.

Manage general pseudonym lists

  1. Click on Admin on the front page

  2. Go to Domains

  3. Click on Add Domain (oval with grey background)

  4. Enter a name

  5. Leave the object_id and content_type fields empty

  6. Click on one of the saving options

Find subject by study pseudonym

  1. Click on Studies on the front page

  2. In the list of studies, find the study and click Execution

  3. Go to the By pseudonym tab

  4. Enter the pseudonym. If there is more than one pseudonym list for this study, you also have to select the correct one.

Find subject by pseudonym from a general pseudonym list

  1. Click on Subjects on the front page

  2. Click on Find by pseudonym next to the search button. This button will only show up if you have access to a general pseudonym list.

  3. Select the correct pseudonym list. Enter the pseudonym.

Get the pseudonyms of a subject

  1. Click on Studies on the front page

  2. In the list of studies, find the study and click Execution

  3. In the list of participating subjects, click Details

  4. In the subject overview, the pseudonym is listed among the subject’s contact data and operational hints

Note

The pseudonyms are only shown once you click a button. Each access to a pseudonym is monitored to detect abuse.