Electronic case report form (eCRF)
An electronic case report form (eCRF) is the electronic version of the case report form: the structured set of forms, organised by visit and domain, used to record all protocol-required information on each subject in a clinical trial. It is built and hosted in an electronic data capture (EDC) system and completed by site staff from source documents such as medical records, laboratory reports and diaries.
eCRF design follows the protocol and the statistical analysis plan, uses CDISC CDASH standards where possible to ease later mapping to SDTM, and embeds edit checks, query workflows and electronic signatures. Systems must be validated and compliant with FDA 21 CFR Part 11 and EMA's guideline on computerised systems and electronic data in clinical trials (2023), including complete audit trails of every entry and change.
An eCRF must contain only pseudonymised data: subject number, and not the participant's name, initials, full date of birth or hospital record number, unless national rules and the informed consent form expressly allow it. Free-text fields are a known leakage point and should be minimised or reviewed. The EDC vendor is a processor and its hosting location determines whether an international data transfer occurs; role-based access, encryption and data-export controls should be set so that the sponsor never receives directly identifying information from the site.
