A Practical Guide for Central Registries Updating to a V25B Metafile

Abstract

The NAACCR V25B metafile brings new standards and logic for cancer data validation. As central registries prepare to implement this version, it is critical to understand the best practices for adopting and customizing the metafile to meet both internal and external needs. This article outlines three primary updates ranging from simple renaming and cleanup to integrating local edits and modified standard objects. Each process is detailed to support registry staff with practical, step-by-step instructions and the rationale behind each method.

Introduction

With the release of the V25B metafile, central cancer registries face an important technical milestone. Whether you are distributing the metafile to hospital partners, using it for internal GenEDITS Plus testing, or customizing it to reflect state-specific reporting needs, a standardized approach to the update process is essential. This article describes three common implementation scenarios that registries are likely to encounter:

Each section includes guidance, ensuring that staff new to metafile management can confidently execute the required tasks.

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Scenario 1: Rename and compact the V25B Metafile

How to Prepare a Clean, Optimized .smf File for Your Registry

When NAACCR releases a new metafile, registries should immediately create a local copy that is tailored for testing or internal use. The goal is to simplify the metafile by removing unused content while labeling it clearly for your organization.

Step-by-Step Instructions:

1. Launch EditWriter
   Open the application from your desktop or application folder.
2. Import the V25B Standard NAACCR Metafile
   • Use File → Open Metafile or the Open button.
   • Select the NAACCR-provided .smf file.
3. Save As a Registry-Specific Version
   • Use File → Save SMF As
   • Name the file appropriately, e.g., MyRegistry_V25B_2025.smf
   • Save it.
4. Update Metafile Properties
   • Navigate to Tools → Metafile Version and Comments.
   • Update Name and Description fields:
     • Name: MyRegistry V25B
     • Description: Prepared for internal use – June 2025
5. Compact
   • Within each metafile tab, open Filters.
   • Select cleanup options:
     • Remove unused edits.
     • Remove unused lookup tables.
     • Remove unused error messages.
6. Review Edit Sets (Optional but Recommended)
   • Open Edit Sets.
   • Keep only relevant sets (e.g., “NPCR REQUIRED”).
   • Delete any unused edit sets.
7. Save the Metafile
   • Click Save SMF or go to File → Save Metafile.

Why This Process Matters

A compacted and clearly labeled metafile ensures faster performance in GenEDITS Plus, reduces user confusion, and creates a standardized foundation for custom development or distribution.

Scenario 2: Add a Custom Edit That Does Not Interact with Standard Edits

How to Safely Add Independent Custom Objects to a Metafile

Registries often develop local edits to validate data elements not covered by national standards. When these edits are independent, they do not reference or override standard edits, lookup tables, or error messages—these edits can be added to the metafile using the following steps.

Step-by-Step Instructions:

1. Open the V25B Metafile in EditWriter
2. Click the IMPORT Button
3. Navigate to Your Custom Metafile (e.g., V25A_MYSTATE_20250115)
   • Ensure only independent custom objects are selected for import.
4. Import Custom Objects by Agency Filter
   • Use the filter to select only your local registry’s content.
5. Add Custom Edits to the V25B Metafile
   • Create a new Edit Set:
     • Go to Edit Sets → New.
     • Name the new set and assign custom edits to it.
   • OR import an existing Edit Set:
     • Use the import window and arrow to move the set into the active list.
6. Save the Metafile
   • Save as: MyRegistry_V25B_Custom_20250815.smf.
7. Test in GenEDITS Plus
   • Load your new metafile and evaluate against known data.
   • Verify that:
     • Custom edits function correctly.
     • Standard edits remain unaffected.

Why This Process Matters

By isolating local edits, registries prevent unexpected behavior and maintain compliance with national validation logic. This also aids in documentation and troubleshooting.

Scenario 3: Import Edits That Interact with Standard Components

How to Safely Integrate Custom Logic That Uses or Replaces Standard Elements

Some registries require edits that modify or expand upon national logic such as cloning a standard edit and adjusting it to meet local rules. This scenario carries higher risk, as changes to standard components can lead to unintended errors if not carefully managed. Below is a methodical approach to safely importing and updating such edits.

Step-by-Step Instructions:

1. Open the V25B Metafile in EditWriter
   • Go to File → Open Metafile
   • Select the standard V25B NAACCR .smf file.
2. Click the IMPORT Button
3. Navigate to Your Custom Metafile (e.g., V25A_MYSTATE_20250115)
   • Select objects that interact with standard logic.
   • These may include:
     • Modified edits based on national standards.
     • Lookup tables or error messages used in national edits.
4. Review the Standard Components Referenced by Your Custom Logic
   • Open each custom edit and identify linked objects:
     • Lookup tables
     • Field definitions
     • Error messages
   • Refer to the NAACCR v25B release notes or changelog to check for updates in the referenced standard components.
5. Update or Replace Components as Needed
   • If your custom edit depends on a standard lookup table that has changed:
     • Update your edit to reference the updated table.
   • If you cloned a standard edit:
     • Ensure all structural changes from the V25B version are incorporated.
   • Use the Admin Notes field in EditWriter to document the changes:
     • Example: “Cloned from DX_Validation_V25A and modified to include new age cutoff”
6. Save Your Updated Metafile
   • Use Save SMF or Save SMF As
   • Recommended file naming convention: MyRegistry_V25B_Modified_20250815.smf.
7. Test Thoroughly in GenEDITS Plus
   • Load the metafile into GenEDITS Plus
   • Use real or synthetic test data.
   • Validate that:
     • Custom logic functions as expected.
     • Modified edits do not conflict with unmodified standard logic.
     • Error messages appear as intended.
8. Document Your Changes
   • In your registry’s metafile change log or metafile version and comments field, record:
     • Which standard edits were cloned or modified
     • The specific changes made
     • Justification for each modification
     • Any references to state reporting rules or custom logic requirements

Why This Process Matters

When custom logic interacts with standard components, there is a greater risk of logic conflicts, broken references, or unexpected behavior in GenEDITS Plus. Careful attention to dependencies, version alignment, and documentation helps protect data quality and ensures smoother updates in future NAACCR metafile releases.

Conclusion

As the NAACCR V25B metafile becomes the new baseline for cancer data validation, registries must adopt it thoughtfully. Whether your goal is to distribute a clean copy, introduce independent local logic, or modify standard edits for jurisdictional compliance, each process requires a clear understanding of EditWriter and the NAACCR structure. By reviewing the step-by-step instructions in this guide, central registries can:

• Maintain consistent validation logic
• Reduce processing errors
• Ensure seamless integration with GenEDITS Plus
• Facilitate effective collaboration with data partners.

Updating to V25B is more than a technical requirement, it is an opportunity to streamline your data validation workflows and reinforce your registry’s commitment to data quality.