Requests for Vital Record and CHARS Data Files

 

 

To request data files from The Center for Health Statistics, complete the following survey form.

Provide detailed responses to help us review your request in a timely manner. Incomplete responses delay processing.

 

The Center for Health Statistics (CHS) has a legal duty to protect and safeguard potentially identifiable and confidential information. CHS reviews data requests for compliance with state and federal laws and regulations, alignment with the Department of Health's (DOH) mission, and our ability to fulfill your request.


Important note for outside entities: We can only release potentially identifiable and confidential information to outside entities under the limited conditions described in RCW 70.58A.520 and RCW 43.70.052.

 

If this project is related to a research project, you may need to submit an application to the Washington State Institutional Review Board (WSIRB).


If you have an approved Appendix G, with a signed Confidentiality Agreement, you must email copies of these forms to CHS.DataRequests@doh.wa.gov and do not need to complete this request form.


For more information about the WSIRB and research projects, visit the WSIRB web site.

 

 

Definition of research is based on federal regulations found in the Common Rule under 45 CFR 46.102(l). Research means a systematic investigation, including research development, testing, and evaluation, designed to develop or contribute to generalizable knowledge. Activities that meet this definition constitute research for purposes of this policy, whether or not they are conducted or supported under a program that is considered research for other purposes.


"Identifier" means a single data element that identifies an individual person.


Attachments may be uploaded at the end of the request form.

 

 
  • Agree to have each data user sign a DOH-approved consent form, if needed.


  • Provide security measures required by DOH to safeguard information and limit access and identify primary security contact.


  • Provide the information DOH needs to make a decision for your request.


  • Sign a data sharing agreement (DSA) with DOH.
 

 

Section A

Who is requesting this data?

 
 

Spell out full names before using acronyms to avoid confusion and processing delays.


If the request is not affiliated with an organization, write "NA".

 

DOH is required to contract with a legal entity and the FEIN is the number provided to confirm the legal entity. If you are not affiliated with an organization, we will need the last four digits of your social security number for verification purposes.

 
 
 
 
 
 
 
 

*"Government agencies" include state boards, commissions, committees, departments, educational institutions, or other state agencies which are created by or pursuant to statute, other than courts and the legislature, county or city agencies, United States federal agencies, and federally recognized tribes and tribal organizations. RCW 70.58A.010(16).

 

 

Section B

What information is being requested?


(Note: This is not for ordering certificates such as birth or death certificates. To place orders for Birth, Death, Marriage, Divorce or Stillbirth Certificates, go to the Vital Records Page)

 

"Dataset" means a data file containing multiple records.


"General data inquiry" request means a request for information that can be answered with use of vital records and CHARS data, but without the need for extensive investigation, analysis, report building or data file production.


"Analytic services" means a service provided by the department that includes working with vital records and CHARS data in order to disseminate requested information to customers. This service includes, but is not limited to, data analysis for calculating and providing specific counts, rates, and other statistics; building and distributing aggregate reports; linkage of data.

 

Standard files are data sets regularly produced by CHS.


Custom files are specific to the customer needs and take additional time to prepare.


Datasets are prepared in .csv format only.


Click this link and choose the data system type on the left side to review data file dictionaries and layouts.


 
 
 

 

Section C

Describe in detail how the requested data will be used.


Be as descriptive as possible so that someone who is not familiar with your project will fully understand your responses to the questions.

 
 
 
 
 
 
 

For example, federal or state law, regulation, budget proviso, grant deliverable, etc.?

 

Describe in detail how you will disseminate the results of your analysis, including what data products will be produced, your intended audience, and who will see the results.

 
 

 

Section D

Standards and Guidelines


DOH develops standards and guidelines related to data collection, analysis and use in order to promote good professional practice among staff involved in assessment activities within the department and in local health jurisdictions in Washington. While the standards and guidelines are intended for audiences of differing levels of training, they assume a basic knowledge of epidemiology and biostatistics. They are not intended to recreate basic texts and other sources of information; rather, they focus on issues commonly encountered in public health practice and, where applicable, refer to issues unique to Washington State.

 


I CONFIRM THAT I HAVE READ AND WILL FOLLOW THESE SMALL NUMBERS GUIDELINES


Attest that you have read the Small Numbers guidelines from DOH by checking the box stating that you have read the guidelines.


To Read and Review the Small Numbers PDF Graphic on the Data Guidelines page, click here.

 
 
 

If yes, describe the system and/or application and how you will ensure the security of the data feeding into the system and whether the system limits access to the queried information and approved users:

 
 

Data linkage is defined as putting outside data sources together with vital record or CHARS data, usually by identifying and matching the same identifiers in each and then merging the separate datasets together into a single dataset.

 

Redisclose refers to record-level data only.

 
 

 

Section E

Who will have access to these data? How is secure storage ensured? How will data be disposed of at the completion of project?

 
 
 
 
 

*If yes, other organization(s) listed accessing these data may need a data sharing agreement.

 

Include a specific description of how your organization complies with State OCIO Security Standard 141.10, and other state and federal laws and regulations related to the protection and confidentiality of the requested information.

 
 

 

Section F

Special Conditions

 

"Public health purpose" means a purpose that seeks to support or evaluate public health activities which include, but are not limited to, health surveillance; identifying population health trends; health assessments; implementing educational programs; program evaluation; developing and implementing policies; determining needs for access to services and administering services; creating emergency response plans; promoting healthy lifestyles; and preventing, detecting, and responding to infectious diseases, injury, and chronic and inheritable conditions. Public health purpose does not include research as defined in this section.


Important note: If your data use is determined to meet public health purposes for identifiable information, you will be required to submit additional information.

 


See WAC 246-455-200 for details concerning the request of CHARS data with direct patient identifiers.

 
 
 

 

Section G

Contact Information

 
 

Business Contact: the person with authority to sign the agreement for the entire agency or organization. The Business Contact will be responsible for maintaining a signed Appendix A for all individuals who have access to the data file(s). Appendix A forms are available upon request.

 
 
 
Phone
 
 

Data User Contact: the person who receives the data.

 
 
 
Phone
 
 

IT Security Contact: the person who ensures data are stored and transferred in accordance with federal and state laws and regulations.

 
 
 
Phone
 
 

Privacy Contact: the person responsible for privacy/public disclosure requests; ensuring compliance with HIPAA; ensuring data are maintained in accordance with federal law.

 
 
 
Phone
 
 
Drop your files here
 

Please take a moment to review before submitting.

If any required fields are blank or incomplete, the request will not be processed.