Requesting CMS's Identifiable Data Files (RIFs) - New Study Requests
To begin the data request process, e-mail a draft (unsigned) version of all documents in their original format (.xls, .pdf, .doc) to resdac@umn.edu for review. More than one round of review of your packet may be required. Please allow 7-10 business days for each round of review.
ResDAC must receive your final packet (with signatures) no less than 2 weeks prior to the scheduled Privacy Board meeting.
See our RIF data request Timeline for additional details!
Data Request Documentation
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The checklist will be used by the researcher to ensure that all documentation has been completed, prior to emailing to ResDAC for review.
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The Sample Written Request Letter, submitted on organizational letterhead, outlines the primary purpose(s) for which the data are required.
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** This is a new Executive Summary template. Researchers are required to submit this version for all requests submitted after July 1, 2011. See the Data Management Plan Guidelines and the Data Management Plan Evaluation Guide for details when preparing the data management section of the Executive Summary. Read this document for content on Information Security and Privacy Best Practices. Also, see the announcement for the Data Privacy Safeguard Program and this FAQ document for more information on the program.**
The Executive Summary is a document that summarizes the objectives, provides the details of the data management plan, and lists the key personnel of the study being proposed.
The Data Privacy Safeguard Program (DPSP) team that reviews your data management plan is available for One-on-One Guidance Sessions. If your organization is interested in scheduling a One-on-One Guidance Session with representatives from the DPSP team, please contact the team at E_Data_Privacy_Safeguard_Program@bah.com.
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The Study protocol is document that delineates the objectives, background, methods, and importance of the study being proposed.Attention: Researchers with federally approved protocols may submit the Research methods section of their grant proposal in lieu of the study protocol discussed above.
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The DUA delineates the confidentiality requirements of the Privacy Act and CMS's data release policies and procedures.Signature Addendum: If anyone other than the requester or custodian is going to handle CMS data for this study, a signature addendum may be required.
CMS DUA Guidelines [19K, pdf] - additional information regarding a DUA.
- Internal Review Board (IRB) Documentation
IRB documentation is required by the CMS Privacy Board.
- Evidence of Funding
Evidence of funding is usually a copy of the face sheet of the grant, contract, or cooperative agreement. Payment is made to CMS after the data request is approved.
If the researcher is receiving funds from a for-profit or industry (pharmaceutical company or device manufacturer), then the funder needs to provide a letter attesting that they will not be involved with the research and will only receive final results.
Sample for-profit funder letter
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The Specification Worksheet contains requester information, shipping information, method of payment, and study/project data extract details. Note, all requesters will need to complete the 'contact and request' cover page.
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To assist ResDAC staff in submitting a cost estimate (for grant proposals) or cost invoice (for data requests) request to CMS, please fill in the requested information and e-mail it to ResDAC.
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- Additional documentation needed for National Death Index (NDI) data
Please note that approval for the NDI is a two stage process. First, the CMS Privacy Board will review and approve the request. Second, CMS staff will coordinate the review and approval with the NDI Advisory Board, which will take an additional 4-6 weeks beyond the CMS Privacy Board approval date.
Letters of Support
Statements of support may be provided in the form of a signed letter (on official letterhead) using the templates below OR in the form of an email using the language in the templates below. Requestor: please have statements of support emailed to you directly and then forward the document electronically to ResDAC along with your full packet.
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Sample Letter of Support from Federal Project Officer (federally approved protocols only)
The Sample Letter of Support from Federal Project Officer is only applicable for those researchers whose protocol is approved by a federal granting institution. The Project Officer will also be required to sign the DUA.
Additional documents required for requests involving reuse of CMS data:
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If someone other than the original requestor of the data is requesting reuse, a letter of support from the original requestor of the data is requested.
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If the original protocol for which the data was requested was federally approved, then a letter from the original Federal Project Officer is requested.
Last Modified May 8, 2012