Organizations that use a redistributor platform such as SG2 or IntelliMed must still apply to the New York State Department of Health to use SPARCS data. The redistributor provides the platform or tools, but SPARCS must approve each organization before the data can be used.
Step 1: Get the application template
The redistributor will give you a SPARCS application template. This template collects basic information about your organization, your project, the data years you need, and the people who will access the data.
Step 2: Complete the required agreements
Each organization must complete the required agreements. This includes an organizational Data Use Agreement and individual Data Use Agreements for each person who will access the data. Security documentations are also required.
Step 3: Submit the application to SPARCS
Once the application and agreements are complete, they must be sent to the SPARCS Release Team for review. Even if you are using a redistributor platform, the request must be approved by SPARCS.
Step 4: SPARCS review
The SPARCS team reviews the request to make sure the use of the data is allowed, the request is complete, and the security requirements are met. If anything is missing, the team will contact the applicant.
Step 5: Approval and access
If the request is approved, SPARCS will issue an approval letter. After approval, the redistributor can provide access to the data through their platform based on what was approved.
Note on data retention:
Redistributors are allowed to keep raw SPARCS data files for a rolling five-year period. This rule applies only to the raw files they receive from SPARCS. It does not apply to the analytic platforms, tools, or products they create using the data. Organizations approved to access SPARCS data through a redistributor must still follow the standard SPARCS data retention policy outlined in their approval.