Ensuring Research Security at LSU Health Sciences Shreveport

Jarrod Sawyer is Assistant Director of Research IT at LSU Health Sciences Shreveport (LSU HS). With a background in research technology and cybersecurity, he’s at the forefront of ensuring the institution meets rigorous compliance requirements in research integrity. 

Jarrod was asked to develop a process for screening incoming researchers, graduate students and support staff for foreign affiliations, in response to a stringent state law enacted in July 2023.

“This was no small task,” Jarrod explains. “We were given an unfunded mandate and a tight timeline, but the requirements were extensive. The screening process had to cover publications, affiliations, and employment and education history – all while ensuring compliance with state and federal guidelines.” 

The need for a smarter, time-saving solution

The introduction of the mandate created significant hurdles. The law required thorough and detailed checks, but provided limited guidance on how to assess risk or establish policies. In Jarrod’s words, “it was a bit like being handed a long to-do list but with no instructions on how to tick the boxes”. In addition, the manual nature of the initial process made the task more complicated. Research staff had to trawl through public databases, verify CVs and contact employers – a labour-intensive approach that slowed down hiring and risked missing critical information.  

“Our team was stretched thin,” continues Jarrod. “We had just one person handling the workload and the process was prone to errors. On top of that, we were concerned about our ability to identify potential risks effectively. It was clear we needed a smarter solution.”

Empowering compliance and boosting efficiency with Dimensions

To streamline the process, Jarrod and his team turned to Dimensions Research Security, a powerful application that protects against research security risk. He explains why they took this decision. “We looked at different vendors of research security products and came up with a shortlist. But we kept coming back to Dimensions, because you can use it for so many other things as well as security. For a small organization like ours and an unfunded mandate, it didn’t make sense to buy a single-purpose product; it made sense to have something that could also provide value in other areas.”

Dimensions allowed the team to pull together all the information they needed in one place. “We could check publications, funding, patents and affiliations with a single tool, which made an enormous difference”, says Jarrod. “Now we have a tool that we can trust, that we know is doing a better job than we could do of bringing all this data together and showing us what we need. And of course it’s also saving us a lot of time.”

The team also repurposed REDCap, an existing tool used for clinical trials, to collect applicant data. “We had to work with what we already had,” Jarrod continues. “By using REDCap for data collection and Dimensions for analysis, we created a process that was not only efficient but also scalable.” 

The adoption of Dimensions Research Security also introduced capabilities the team hadn’t previously considered, such as flagging affiliations over time and comparing them to built-in watchlists. “We’re now able to see the bigger picture,” explains Jarrod. “It’s not just about individual publications or affiliations; it’s about understanding patterns and relationships over time.”

A transformed workflow and a valuable lesson

The new process transformed the screening workflow at LSU HS. It cut investigation times from three days to just one, freeing up staff to focus on higher-value tasks. The comprehensiveness of Dimensions reduces the risk of any oversights, while its documentation capabilities ensure transparency and accountability. 

“We can now confidently show why we made a decision, backed by reliable data,” Jarrod continues. “That’s invaluable, especially as we prepare for audits.”

Beyond compliance, adopting Dimensions highlighted the importance of leveraging technology to overcome administrative challenges. “This experience taught us the value of flexibility and innovation,” reflects Jarrod. “We turned a daunting challenge into an opportunity to improve, and that’s something we can carry forward.”

Prepared for future challenges

With a robust process now in place, LSU HS is better equipped to meet future challenges. “The lessons we’ve learned go beyond just this project,” confirms Jarrod. “We’ve seen how technology can help us not just meet requirements but exceed expectations. It’s about doing more with less and always looking for ways to improve.”

Watch the full session with LSU Health Sciences Shreveport

Find out what Dimensions can do for you

Learn more about Dimensions Research Security here. Interested in how Dimensions can support your organization’s research security? Reach out to the team and unlock new efficiencies in compliance.