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Data retrieval

In this section, you will find information on how to retrieve data directly, a series of user manuals to help with data retrieval and downloading, including processing of data after download, and documents explaining the structure of the Registry database. 


The EBMT realises how important it can be for centres to have access to the data they submit and has ensured that centres can always do this.  The best way is to access the data directly using the same system used for data entry. This ensures centres can retrieve their data how and when they want. If centres are unable or unwilling to do so, they can request that a copy of their data be forwarded to them by the Registry. 


Retrieving data directly 

Centre users can run columnar reports on their own data filtering the output by data items such as year of the HSCT, type of donor, diagnosis, etc. They can also run reports on aggregated data in the form of frequency tables or cross-tabulations. Centres that are members of the EBMT can also run reports on aggregated data from the whole database.


Any user with Data entry access automatically has access to data retrieval. 


If the user does not have data entry access, personal, non-transferable usernames and passwords can be requested for data retrieval only. As for Data Entry access, the request for Data retrieval must be made to the Registry Office by faxing the ProMIse personal password request - data download. All individuals must be authorised by the Principal Investigator (PI) of the centre where they work. We will check the name of the PI against the EBMT membership list. Data Download access gives the user access to Reporting and downloading centre’s data. 



User guides & Video for Data retrieval 

A series of guides are available to users to help with data retrieval and downloading, including processing of data after download. 

Video: Data retrieval training

Data Retrieval training summary (handout)

Secure Download Facility: user guide (exchange files securely)

Guide to producing data quality reports in the EBMT Registry database using ProMIse 



Data processing after download 

Excel file processing

Data that is downloaded in Excel format can be further processed using macros incorporated in the download.  

The documents below provide explanations on how to obtain the best from the macros.

User Guide to Excel Macros as used by ProMISe Exports in Excel Format



MED-A paper form merging 

MED-A Merge program (MS Office 2007)  (updated 05/03/2018)

This zip file contains the necessary files and information to obtain a paper copy or an Excel spreadsheet of each Med-A submitted to the EBMT, with or without the missing items highlighted. While for some users obtaining a missing data report is the main reason to use this procedure, other users may want to use the program to print Med-As which may be required for accreditation or auditing.  



Database structure

The structure of the Registry database, where data is finally stored, is explained in the two documents below. This information is relevant for users who want to manipulate an Access backup of their data after download, or who may want to create complex advanced queries using ProMISe. 


The EBMT Registry Database: provides a visual presentation of the various levels and tables used in the relational structure.


The EBMT Registry Database for registration of Allogeneic or Autologous Stem Cell Transplantation: gives a written definition of the levels and tables in the structure and should be read in conjunction with the above document.​​TheEBMTRegistryDatabase_Text.pdfTheEBMTRegistryDatabase_Text.pdf



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