About REDCAP

Data for the inventory and self-assessment are collected through a survey form hosted on REDCap surveys, a survey platform maintained by Academic Collaborative Technologies (ACT).

  • Accounts on REDCap are created before users are granted access to the asset inventory and self-assessment survey forms.
  • UTORMFA is required to access the IRSA Assessment Tool on REDCap.
    See UTORMFA page to enroll and for more information about the service.
    Not every person involved in a self-assessment will need access to the survey tool, depending on how the unit has decided to collect responses. At the very least, the individual assigned to coordinate the assessment for your organization should have access so that they can record responses.

Activating a REDCap Account

  1. After registration with the IRSA, you and any delegates you indicate will receive an email confirming access to REDCap. To activate your account:
    • Go to https://redcap.utoronto.ca and login.
    • Complete the Basic User Information form, and submit.
    • Find the confirmation email sent to your inbox. Follow the instructions in the email to verify your account.

Once your account is verified, you will be able to access your unit’s survey.

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Locating your Unit Survey in REDCAP

When your account is activated, login to https://redcap.utoronto.ca, and select My Projects from the welcome page.

Click on Unit Data Asset Inventory and Information Risk Self-Assessment

Select Record Status Dashboard from the left menu:

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Completing your Unit DAI-IRSA in REDCAP

Completing the Data Asset Inventory
Completing the Information Risk Self-Assessment

Start the assessment. The DAI-IRSA is organized into four sections:

  1. Data Asset Inventory – click on the dot under the Data Asset Inventory column or row to start recording a data asset
  2. Priority questions – click on the dot under the IRSA Priority Questions column or row to record responses for the Priority Questions
  3. Management questions – click on the dot under the IRSA Management Questions column or row to record responses
  4. IT Questions – click on the dot under the IRSA IT Questions column or row to record responses

Before starting, we recommend you attend a workshop, drop-in session or review the training and resources available to help you prepare for a successful assessment!

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Completing the Data Asset Inventory

The Data Asset Inventory can consist of one or more DAI forms. To start recording your first data asset:

Click on the dot under the Data Asset Inventory column or row

Complete the questions in the DAI form.

When you are finished with a form, mark it as complete.

At any stage, you may:

  1. Save & Exit Form to save your work and return to the Record Status Dashboard
  2. Save & Stay to save your work and stay on the current form
  3. Save & Add New Instance to save your work and complete another data asset form
  4. Save & Exit Record to save your work and return to the Record Status Dashboard
  5. Save & Go to Next Record to save your work and go to the next assessment, if your unit has more than one inventory and assessment record.

To add another data asset from the Record Status Dashboard, click on the + symbol next to the dot in the Data Asset Inventory column or row.

When you have more than one asset recorded, click on the dots on in the Data Asset Inventory column to view a list of the asset forms you have started or completed.

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Completing the Information Risk Self-Assessment

Click on the dot under the current year to open the survey form. If time is an issue, we recommend you start with the priority questions form, and review the questions in the other forms for relevance to your unit.

Each risk area represented in the assessment form, will guide you through a series of questions that will help you:

  • Assess your unit’s current state of risk management in this area,
  • Identify any gaps in your current activities,
  • Select a strategy for addressing gaps, and
  • Record a plan for implementing your strategy.

This is a high-level assessment. The level of detail you provide should be enough for you to understand the scores and strategies when you are reviewing your results. Additional information for each question is also provided.

At any stage, you may:

  1. Save & Exit Form to save your work and return to the Record Status Dashboard
  2. Save & Stay to save your work and stay on the current form
  3. Save & Go to Next Form to save your work and go to the next form in the assessment
  4. Save & Go to Next Record to save your work and go to the next assessment, if your unit has more than one inventory and assessment record.

When you are finished with a form, mark it as complete.

You will be able to return to the form, and make adjustments whenever you like.

Unit responses will be uploaded to a unit dashboard on a weekly basis, available at the U of T Tableau Server. See Reporting Tools for more information.

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