1. Rachel Marshall and Sally Hopewell Cochrane Editorial Unit and Centre for Statistics in Medicine, University of Oxford and French Cochrane Centre. Friday 17 February 2012

2.  We are grateful to Yemisi Takwoingi, Alex Sutton, David Tovey and Bazian.  This project was funded by the NIHR Cochrane – NHS Engagement Award Scheme (project number 10/4000/01). The views and opinions expressed therein are those of the authors and do not necessarily reflect those of the Department of Health.

3. “A distinguishing feature of an updated systematic review from a new review is that during updating the originally formulated protocol (e.g., eligibility criteria, search strategy) is retained, and sometimes extended, to accommodate newly identified information (e.g., new treatment type, diagnostic method, outcome, different population).” (Moher D. Lancet 2006; 367:881-3 )

4.  Failure to keep Cochrane Reviews up to date may lead to decision-makers acting on out-of-date or misleading evidence.  Updating too soon may introduce bias: ◦ as trials with significant results are more likely to be completed and published quicker.  Updating can require a substantial investment in time and resources: ◦ updating too soon may be an inefficient use of limited resources available to prepare and maintain Cochrane Reviews.

5.  Current guidance is that Cochrane Reviews should be updated every two years: ◦ based more on the findings appearing current by the end user than on evidence that this is an appropriate time interval.  In practice, reviews in rapidly moving fields may need to be updated more often than every two years: ◦ other reviews, where the evidence is relatively stable, might require updating less often.

6.  Assessment of 100 reviews (1995-2005).  57% required updating within 5 yrs.  23% required updating within 2 yrs  15% required updating within 1 yr.

7.  Updating does not just mean adding new studies, other factors may need to be considered, including: ◦ new treatment regimes. ◦ new population subgroups. ◦ new outcome measures. ◦ data from ongoing studies or previously missing data.  Systematic review methods also need to be assessed ensuring they are still appropriate and up to date.  Important to consider whether the review topic is still relevant and worthy of updating.

8.  Given the workload of CRGs and review authors, a change to current procedures for updating is needed: ◦ replacing the arbitrary 2 year approach that currently exists.  Limited evidence to suggest the ideal time for updating: ◦ uncertainty about the best methods for assessing when and if to update.  Evidence suggests that it may not be possible to give a predetermined definitive answer to decide when a Cochrane Review should be updated (Moher 2007).

9.  Monitoring the literature is vital to gauge whether research is moving at a fast or slow pace: ◦ reflecting the need to update more or less frequently.  Surveillance methods have shown to be efficient ways to identify new studies: ◦ Auto Alerts via databases. ◦ Auto Alerts via electronic journals. ◦ PubMed’s ‘related articles’ feature (using a subset of studies as ‘seeds’). ◦ Citation tracking in Citation Indexes. ◦ Searching the CRG’s Specialized Register.

10.  Have you been involved in updating a Cochrane Review?  If yes, did you manage to update it within two years?

11. Decision tool for prioritising whether and when to update Cochrane Reviews

12.  To develop a decision tool to determine when Cochrane Reviews should be prioritised for updating.

13.  We refined and amalgamated two complementary methodologies for prioritising systematic review updates : ◦ a qualitative tool based on a broad range of updating signals (Loudon 2008). ◦ formal statistical methods which assess when the inclusion of new studies is likely to change a review’s conclusions (Sutton 2009).

15.  The decision tool provides a set of criteria that can be used to assess whether to update a Cochrane Review.  The tool can be applied to a single Cochrane Review or can be used to prioritise a suite of reviews (e.g. those from an individual Cochrane Review Group)

16.  If used to prioritise a suite of reviews the statistical prediction tool will rank the reviews in order of the probability that a review’s conclusions will change based on the inclusion of new studies.  The decision tree has three steps; an assessment is required at each stage.

18.  Is the clinical question is already answered by the available evidence or deemed no longer relevant? ◦ If it is expected that there will never be any further information that could change the findings of the review, the current evidence is deemed conclusive, or that the clinical question is deemed no longer relevant, this should be discussed within the editorial team. ◦ A decision can be made to flag the review as “Current question; No longer being updated” or “Historical question; No longer being updated” as appropriate. The reason for this decision should be reported in the review.

20.  Are there any new factors relevant to the existing review to consider? These might include: ◦ information from existing included studies ◦ new methodology ◦ response to feedback from users of the review ◦ inclusion in policy decision making or clinical practice guidelines  If any such factors (signals) are identified then a judgement is made on whether or not a signal for updating is likely or unlikely to change the results or conclusions of the review.

22.  Are there new studies? ◦ If potential new studies (using surveillance methods) are identified for inclusion in the meta-analysis then the statistical prediction tool can be applied. ◦ The probability of this new evidence changing the results or conclusions of the review is calculated based on the size and number of new studies added. ◦ The results of our formal piloting showed that a threshold of 50% was sufficient to dictate the need to update the review.

25.  If an updating signal or new studies are identified and deemed unlikely to change the conclusions of the Cochrane review then the decision can be made not to update the review and flag the review as “Current question; Considered to be up to date”.  The ‘What’s new’ section of the review should be updated citing any new studies, if appropriate, and why these have not been included at this time. Details of any new studies should also be added to the ‘Studies awaiting classification’ section of the review.

26.  If a signal or new studies are identified which are likely to change the conclusions of a Cochrane Review, and there is a review team available the review should be updated as soon as possible. If a review team is not currently available then the review should be flagged as a “Priority for updating”.

27.  This decision tool will aid updating at the appropriate time and will minimise the need for unnecessary updating.  The use of this tool could result in change from current Cochrane guidance that Cochrane Reviews should be updated every two years to a more evidence-based approach.  This should lead to improvements in the quality and reliability of healthcare decisions made on the basis of current evidence.

28. Questions and comments?

29. Identifying Cochrane Reviews that NHS stakeholders regard as the most important to update

30.  To identify Cochrane Reviews that NHS stakeholders regard as the most important to update.  Instead of developing a list of Cochrane Reviews prioritised by NHS representatives, the project focussed on developing a method for prioritisation – the NHS prioritisation tool.

31.  Project conducted by Bazian, co-applicants in the NHS engagement award.  10 people representing stakeholders in the NHS (clinicians, consumers, commissioners etc.) formed a panel.  The panel had two meetings, and communicated via email before after meetings.

32.  Before the first meeting:  Panel members given list of Cochrane Reviews to prioritise and questionnaire to identify criteria used to prioritise.  During the first panel meeting:  List of prioritisation criteria generated.  During the second meeting:  Criteria further developed, and measurable ‘outcomes’ developed to assess criteria.  After the meetings:  A draft tool was developed in Microsoft Excel, sent to panel members for comment, and feedback was incorporated.

36.  The tool was tested on 19 Cochrane Reviews, which found: ◦ There is a level of judgement when assigning scores. ◦ A certain level of knowledge of the field is helpful when assigning scores.  As a consequence, it was recommended that the results of using the tool are discussed within the CRG and could potentially include NHS stakeholders from outside the CRG, including patient representatives.

37.  Perhaps the tool could be most appropriately used within a CRG prioritisation meeting.  Information required for scoring may need to be gathered before the meeting (e.g. by one or more information specialists or researchers).  The summarised information could be discussed at a CRG meeting, ideally involving information specialists, reviewers, clinicians, patient representatives and other topic specialists.  Each Cochrane Review being considered for potential updating could be scored, and those with the highest marks identified as priorities for updating.

38.  Using weighting scores for different questions.  Using Likert scales rather than 0/1 for question responses.  Adding or removing questions (particularly with reference to different needs of specialist CRGs).  Modifying questions in order to concentrate on patient- defined outcomes.  Having some key questions which lead to “definitely update” or “definitely do not update” decisions.  Updating, adding-to and improving linked resources that can be used to answer questions (again, this is with particular reference to the needs of specialist CRGs).

39. Questions and comments

40.  Are any CRGs interested in trying out the NHS prioritisation tool?