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Data Retrieval

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. The request for Data Retrieval must be made to the Registry Office by using the Application for Data Download form (below). Contact details are included in the form.

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 of centre data. 

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 document below provides explanations on how to optimise the macros.

MED-A Paper Form Merging

The zip file below 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 document 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 document gives a written definition of the levels and tables in the structure and should be read in conjunction with the above document.​​

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The personal data provided will be processed according to the General Data Protection Regulation (GDPR 2016/679 ) and incorporated to a file property of EBMT which will be allocated in the EEA (European Economic Area) or in countries that are provided with the same level of protection for privacy such as countries that adhere to EU-US and Swiss-US Privacy Shield Frameworks.
Data Subjects have the right of access to his or her data and the right to rectification of any inaccurate or incomplete personal data. The Data Subject also has the right to withdraw consent, this wish will be respected, and the personal will no longer be made available. If the processing operation is unlawful the Data Subject has the right to request deletion of that data. Please write to data.protection@ebmt.org