Limited Data Requests:
Limited data file requests are reviewed by qualified SPARCS program staff and approved by the SPARCS Administrator. Unlike Identifiable data requests, Limited data requests do not require approval from the Data Governance Committee (DGC) or ratification by the Commissioner or Commissioner’s designee.
During the review process, SPARCS staff ensure that the application and supporting documents are complete and verify the following:
- Adherence to approved SPARCS regulation data uses.
- Feasibility and soundness of the proposed project.
- Credentials and qualifications of the applicant(s) for the research.
- Proposed research methodology.
- Sufficiency of security and data protection protocols.
- Appropriateness of publication and/or data dissemination plans.
- Appropriateness of data linkage plans, if applicable.
After the initial review, you may receive a list of questions and requested revisions from the SPARCS program. This iterative review process ensures that each request contains sufficient information for the SPARCS Administrator to make an informed decision regarding approval.
If your request is approved, you'll receive an approval letter detailing the data files, years provided, and an application expiration date. Additionally, an invoice for the required payment will be sent. Upon receipt of payment, data transfer occurs within 30 business days via a mutually agreed-upon secure file transfer protocol (SFTP).
While Limited data requests bypass DGC review, approval is not guaranteed. Revision or amendment of submitted materials may be necessary during the review process to align with applicable laws, regulations, and SPARCS program policies.
Identifiable Data Requests:
Identifiable SPARCS data files contain Personal Health Information (PHI) and Personally Identifiable Information (PII), which could directly re-identify individual patients if improperly disclosed.
Due to the sensitive nature of this information, requests for Identifiable data files undergo rigorous review and approval procedures. This includes approval by the DGC and ratification by the Commissioner or Commissioner’s designee.
The application process for Identifiable data files follows the same steps outlined for Limited data, ensuring completeness and compliance with SPARCS program policy requirements. Once deemed complete, the request is presented to the DGC for review during committee meetings.
After the DGC provides approval recommendations, the request proceeds to the final review by the New York State Department of Health Commissioner or the Commissioner’s Designee, who ultimately determines approval status.