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Data Information & Request Process - Submit Data Request


Data Request Process

Do you need a public use data file?

The previous two questions are designed to assist you in correctly submitting your data request to the appropriate Division of Public Health (DPH) staff. By answering all of the subsequent questions, you will be directed to the data application form appropriate to your needs. Each form contains instructions on how to complete and submit the application. A general description of the types of data is provided below. Please refer back to each category of data type under the Data Guidelines section on the home page for more specific guidance.

Public Use Data is aggregated or record level data that has been stripped of the 18 identifiers specified by HIPPA and therefore is not considered Protected Health Information (PHI). Visit the PHI page to view a list of these identifiers. If you are seeking public use data, answer yes to the below question and enter your request in the box provided below it. Depending on the type of public data desired, the request will be directed to staff in the relevant DPH section to fulfill.

If published reports or aggregate data tables will not provide the information needed, record level data files may be requested. The application process to request record level data varies based on who the requestor is, the type of data (protected, limited access, or public use), and contact with human subjects (see Human Subjects Review Board – (HSRB) Procedures/Guidance).

Limited data do not contain personal identifiers, but they do contain individual specific data such as city, zip code, census tract, elements of dates relegated to a person, and other unique characteristics.

Protected data includes confidential, personal identifiers such as name, Social Security Number, and full address. Requests for Protected data will require additional time for review and approval. Any requested research project involving a DHSS/DPH client must also be approved by the HSRB.

Some data requests, once submitted, may need to be channeled through the Freedom of Information Act (FOIA) process. If this is the case, you will be contacted by the DPH FOIA Coordinator.

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