Requesting CMS Data: RIF Re-Use Requests
These types of requests are generally for requests to reuse data originally released for another purpose. These types of requests require a ResDAC review and are reviewed by the CMS Privacy Board.
To begin the data request process, e-mail a draft version of all documents in the original format (.xls, .pdf, .doc) to resdac@umn.edu for review. ResDAC requires 5-7 business days to review. See the research identifiable request flow chart for more information.
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. ResDAC does not review for scientific merit. The decision to incorporate any recommendations made by ResDAC into the data request materials is at the researcher's discretion. The decision to release the CMS data for the intended research project is solely that of CMS.
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The Sample Written Request Letter, submitted on organizational letterhead, outlines the primary purpose(s) for which the data are required. The Written Request Letter should contain the following elements:
- The purpose for which the data are needed
- A brief description of the methodology in which the data will be used
- Criteria for data selection or searches.
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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.
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The Study protocol is a 10-12 page document that delineates the objective, background, methods, and importance of the study being proposed. CMS will evaluate the purpose for which the data will be used to determine whether:
- The purpose requires individually identifiable records
- The project is of sufficient importance to warrant effect, or risk, on beneficiary privacy
- There is reasonable probability that use of data will accomplish purpose, i.e., project is soundly designed and properly financed.
Attention: Researchers that are federally funded may submit their approved grant proposal in lieu of the study plan/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. Instructions for completion are included in the "DUA" document supplied with this packet. This agreement specifies that the requester will:
- Ensure the data will be used only for the specific purpose stated in the agreement
- Develop and implement the appropriate procedural, technical, and physical safeguards to prevent unauthorized use
- Not release any files without prior CMS approval
- Return or destroy file(s) by the date specified
- Not publish or release information that would permit the identification of a beneficiary (i.e. suppress cell sizes less than 11).
Signature Addendum: If anyone besides the requester or custodian is going to handle CMS data, 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
CMS requires documentation that the project has been adequately financed to allow for its completion. Evidence of funding is usually a copy of the face sheet of the grant, contract, or cooperative agreement. CMS is required to obtain compensation for its costs incurred in the processing of data, and costs will vary depending upon the extract methodology. Payment is made to CMS after the data request is approved.
- Specification Worksheet
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.
a. Specification Worksheet for CCW files
This worksheet will be used for any request involving the CCW beneficiary summary file or the CCW Chronic Conditions summary file.
b. Specification Worksheet for all other files
This worksheet will be used for any request not involving the CCW beneficiary summary file or the CCW Chronic Conditions summary file.
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The CMS Privacy Review Board uses this document as a permanent record of the Privacy Board review.
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Sample Letter of Support from Federal Project Officer (federally funded projects only)
The Sample Letter of Support from Federal Project Officer is only applicable for those researchers whose project is funded by a federal granting institution. The Project Officer will also be required to sign the DUA.
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To assist ResDAC staff in submitting a cost estimate request to CMS, please fill in the requested information and e-mail it to ResDAC. All requests for new use or reuse will require a cost estimate.
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If someone other that 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 project for which the data was requested was federally funded, then a letter from the original Federal Project Officer is requested.
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If the reuse request involves MDS, OASIS, or IRF-PAI data researcher will need to indicate the specific variables to be used in the analysis.
Last Modified June 25, 2009