Online national mosquito surveillance database
A female of the exotic mosquito
species Aedes aegypti. This
potential carrier of dengue fever
has been intercepted in New Zealand
on a number of occasions.
Photo: Mark Disbury,
New Zealand BioSecure.
By Rachel Cane and Mark Disbury,
New Zealand BioSecure
The Online National Mosquito Surveillance Database, a centralised online system for storage and retrieval of biosecurity surveillance data, has been developed for Public Health Service port-based mosquito surveillance in New Zealand, funded by the Ministry of Health.
National mosquito surveillance for New Zealand sea ports and airports is carried out by Public Health Service (PHS) staff from the 12 District Health Boards (DHBs). Formerly, this data was recorded on paper sample sheets which were forwarded with any mosquito specimens for identification to the New Zealand BioSecure Entomology Laboratory (NZBEL), and the laboratory notified of the incoming samples. Once the specimens were received and identified, the results were recorded on the sample sheets and emailed to the relevant PHS, and all the sample information was entered into a Microsoft Access database. The database was archived every year (1 July to 30 June) to protect the data integrity and control the size of the database file.
There were several key issues with this system:
- Inconsistency in notification of incoming samples: As part of the quality assurance system, advance notification of all incoming samples to the NZBEL was required to ensure packages containing samples arrived promptly and safely, and were able to be tracked and traced when required. These notifications were not always received.
- Significant gaps in critical data collection: Sometimes sample information was missing from the sample sheets when they were sent through to the NZBEL, and once sent, the sheets could not be edited by the DHB sample collector. Considerable time was often taken up contacting sample collectors to acquire the relevant data, and once received, locating and updating the sample sheets and updating the database.
- Repetition of data entry: The results information was entered twice by NZBEL staff (into Microsoft Word template, which was emailed to the PHSs and the Access database), and also duplicated by some DHBs within their own databases. This increased the risk of losing data integrity and was an inefficient use of time.
- Delays in receiving negative data: Negative sample sheets were often stockpiled and sent through to NZBEL in large batches. These were often received near to reporting dates, creating a bottleneck. Reporting figures were often affected by these events, with the data being submitted too late to be included.
- Multiple datasets were required nationally: All the data was stored within the national database, but the DHBs needed to regularly keep track of the surveillance occurring within their regions, and produce surveillance reports for the Ministry of Health. They did this either by maintaining their own additional database – a duplication – or requiring data files to be regularly produced and emailed from the NZBEL database.
A standardised system was required which incorporated nationwide access by all authorised users (DHBs and NZBEL) for input, viewing, editing and exporting their regional data, as well as producing automatic alerts to the NZBEL of incoming samples. DHB staff needed to be able to enter their own sampling information, which could also be edited later, to reduce the data entry and follow ups required by the NZBEL entomologists, as well as resolving the missing data issues.
Information was sought from PHS staff and the Ministry of Health Southern Saltmarsh Mosquito Technical Advisory Group on the functionality of an internet-based system. The Online National Mosquito Surveillance Database was created using Microsoft Sequel which incorporated all the requirements listed above as well as some additional benefits. PHS staff trialled the database for six weeks and it was then refined to reflect their feedback.
The user-friendly database is available to all authorised users via www.nzbiosecure.net.nz/sampling/. Each user has a unique username and password which they use to obtain access via the login page.
Each DHB has access to the data for their region only. There are several user levels which range in accessibility to the system, and are assigned depending on requirements. The sample information is now entered directly into the database from the sample sheets by the DHB sample collectors, and automatic emails with the incoming sample list are sent to the NZBEL each morning. The NZBEL staff enter the identification results into the database and the DHB users can view their results online. The database is fully searchable, and exportable data files can be produced from any combination of the search criteria. The database's functionality is reviewed annually, and feedback sought from all users.
Advantages of the Online National Mosquito Surveillance Database include:
- Single national database with regional access to data.
- Reduced data handling.
- Ability to produce ad hoc data subsets based on combinations of any parameters.
- Data control – system ensures all critical information is supplied.
- Data is current.
- Automatic alerts – database emails the NZBEL each morning with details of all samples entered into the database the previous day that have specimens being sent in for identification.
- Auditing and archiving – all the data is audited monthly, and the entire database is archived annually, increasing data integrity.
- Unchanging site reference information such as GPS coordinates and trap type only need be entered the first time, saving data entry time for subsequent samples from that site.
- Electronic files may be attached to the sample records – useful for interceptions where situation reports can be permanently accessible online.
- Database is securely housed and backed up by a professional IT company.
Personal Digital Assistants (PDAs) with Navman GPS expansion packs loaded with tailored mosquito sample recording software have also been issued to each DHB by the Ministry of Health, so data input could be carried out on site at the ports. These PDAs connect to the user's computer and can upload sample data directly into the online database. This makes for further time savings and removes the need for paper sample sheets.
In 2005, the National Saltmarsh Surveillance Programme (NSP) was initiated by the Ministry of Health to standardise the national surveillance for exotic saltmarsh mosquitoes. The programme is currently carried out by New Zealand BioSecure, and the data collected has been incorporated into the online national mosquito surveillance database so the DHBs are able to view the work carried out in their regions.
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Page last updated: 30 April 2008