In the files below you can find the Data Collection Definition (DCD) specifications of the registry HIV_Sequence. It is a detailed description of the content of the DCD's with field names, formats, values, validation rules, help texts, error messages, translations... These specifications were used to build the forms and csv files for this project, which you also can find in this project manual.

1. A metadata file containing the HIV sequence analysis information

• URL data collection
• DCD specifications: HD_DCD_SPEC_REG0263_HIV_Sequence_v1.xlsx

2. The CSV file with the nucleotides should be a file containing only three columns called filename, recordname and genetic_sequence.

Records between both files are linked based on the fields 'File name' (called TX_ATT in the metadata file and called filename in the CSV file with nucleotides) and 'Record name' (called TX_ATT_RECRD in the metadata file and called recordname in the CSV file with nucleotides). These fields must follow the following nomenclature convention and are automatically generated if you use the RShiny application which was developed to help you with the data preparation (see https://collaboration.sciensano.be/sites/E1989/).

File name: This field is used as the first key for linkage between the data sent through HD4DP1 (patient & sample data) and SFTP (nucleotide sequences data). This field must contain the same value for both uploaded records to allow the 1 to many link. Please use this convention: ARL_yyyymmddHHMMSS (name of ARL and date-time stamp of the file, e.g. HSP_20240827092014). The name of the csv file with nucleotide sequences sent through SFTP must have this value in order to be linked with the record uploaded via HD4DP1 (patient & sample data), e.g. HSP_20240827092014.csv.

Record name: This field is used as the second key for linkage between the data sent through HD4DP1 (patient & sample data) and SFTP (nucleotide sequences data). This field must contain the same unique value for both uploaded records to allow the 1 to 1 link. Please use this convention: ARL_yyyymmddHHMMSS_xxxxx (name of ARL, date-time stamp of the file and a unique 5-digit number, e.g. HSP_20240827092014_00001).

This documentation is being updated regularly. We try to provide as correct, complete and clear as possible information on these pages. Nevertheless, if you see anything in the documentation that is not correct, does not match your experience or requires further clarification, please create a support ticket via our portal (https://healthdatabe.atlassian.net/servicedesk/customer/portals) or send us an e-mail via support.healthdata@sciensano.be to report this documentation issue. Please, do not forget to mention the URL or web address of the page with the documentation issue. We will then adjust the documentation as soon as possible. Thank you!

Below we describe (high level) the HIV_Sequence dataflow between the data provider and the healthdata.be platform.

(source: DPD 01/2025)

For the registry “HIV sequence”, the basic architecture 1.0 of healthdata.be will be used as shown in figure 1.

The data of the laboratory will be entered in HD4DP1. Pseudonymization will take place at eHealth.

Figure 1: Data flow used for HIV Sequence registry