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When one trial appears in several registries, differences in title, organisation or status can make it look like separate research. The sponsor's aim is not to remove necessary information merely to reduce record count. It is to connect identifiers and descriptions of the same trial consistently.
Decision framework
Create a cross-reference for protocol numbers, registry identifiers, secondary identifiers and acronyms. Identify the owner of each system's record. Small title differences do not establish that studies are distinct, while a matching number should not be treated as a conclusive match without examining the content and scope of the entries.
Worked example
For example, a national registry uses a local-language title and an international registry uses English. The team checks the protocol version and secondary identifiers. If national recruitment status differs from whole-trial status, it explains the reason. Local scope information is not mistakenly removed in an attempt to make every record appear identical.
Implementation checks
- Compare every public identifier with the relevant protocol number and applicable trial documents before confirming the relationship.
- Maintain a justified exception list for differences in names, statuses and countries between the records under review.
- When a new identifier is created, assess with authorised owners whether it should be added to other relevant entries.
Acceptance and boundaries
Accept reconciliation when an independent reader can recognise the same trial and understand meaningful differences. Verify platform processes and applicable registration obligations separately. This example does not prescribe a universal one-record rule; it offers a consistency approach supporting transparent communication of the research.
Frequently asked questions
- Do different titles necessarily mean different trials?
- No. Consider identifiers, protocol and scope together.
- Should an older registration number be deleted?
- Check the applicable platform approach and preserve necessary links to historical identifiers.