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Characteristics of cohort data management systems (CDMS): a scoping review
Arezoo Abasi1, Haleh Ayatollahi2, Seyed Abbas Motevalian3,4
1Student Research Committee, Iran University of Medical Sciences, Tehran, Iran.
BMC Medical Research Methodology
|November 14, 2025
Summary
Cohort data management systems (CDMS) are crucial for clinical research, enhancing data accuracy and consistency. This review identified key functional and non-functional requirements for effective CDMS implementation.
Area of Science:
- Clinical Research Informatics
- Health Data Management
Background:
- Cohort studies generate extensive data, posing management challenges with evolving digital technologies.
- Cohort Data Management Systems (CDMS) are proposed to improve data accuracy, confidentiality, and consistency.
- Literature inadequately emphasizes the specific functional and non-functional requirements of CDMS.
Purpose of the Study:
- To identify and define the critical functional and non-functional requirements for effective CDMS.
- To provide a comprehensive overview of essential CDMS features for clinical research.
Main Methods:
- A scoping review was conducted in 2025, searching major scientific databases (PubMed, Scopus, Web of Science, etc.) and Google Scholar.
- Included 45 articles published between January 2005 and June 2025, selected from an initial retrieval of 843 articles.
- Systematic analysis to extract and categorize functional and non-functional requirements for CDMS.
Main Results:
- Identified nine key functional requirements and eight non-functional requirements for CDMS.
- Essential functional aspects include data management, processing, analysis, and integration of advanced tools (AI, automation, dashboards).
- Top non-functional requirements are flexibility, security, and usability, alongside scalability, privacy, and regulatory compliance.
Conclusions:
- CDMS are vital for efficient cohort study data management, processing, and analysis.
- Prioritizing identified functional and non-functional requirements ensures robust, secure, and user-friendly CDMS.
- Future research should explore integrating emerging technologies like blockchain and IoT to further enhance CDMS security and performance.
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