Many researchers request permission to reuse Centers for Medicare & Medicaid Services (CMS) data they originally acquired for an initial study, to be used for another study. This process is called "reuse" of data. There may be several circumstances for requesting permission to reuse CMS data. Regardless of the circumstance, requestors of reuse of data must follow the Request for Reuse Process Steps listed below. The reuse circumstances that may apply are

1. Researcher seeking permission to reuse data you originally acquired for another study;
2. Researcher seeking permission to reuse data originally acquired by another researcher within the same organization for another study;
3. Researcher seeking permission to reuse data originally acquired by another organization;
4. Former CMS contractor seeking permission to reuse data you had access to as a result of a contract with CMS and would now like to use for your own study.
   

Requests for reuse data, in addition to or that include new CMS datasets, should be submitted as one request.

Expired Data Use Agreements will have an impact on the approval of reuse. Researchers with Data Use Agreements that have expired must resolve the expired agreements prior to the approval of any new requests.

Request for Reuse Process Steps:

1. Submittal of Reuse Request Package must include the following information:
   
   1. New Data Use Agreement: (to cover the new purpose for reuse) with original signatures.
      
   2. Research Protocol: (study/project plan for new study/project)
      
   3. Privacy Board Review Summary Sheet: this sheet is to briefly summarize for the Privacy Board the research protocol the requestor has enclosed. This summary will assist the Privacy Board in making their approval/denial decision.
      
   4. Formal Letter of Request: indicating the data that are being reused and from what study they were originally acquired.
      
   5. Letter of Support: if applicable, there may be a need for a letter of support. The need comes when the original use of the data was acquired through either a federally funded project and/or another private organization. There are two types of letters of support depending on the circumstances. Each circumstance has to be reviewed. There may be a circumstance where the original use involved both government (Federal or State) and the Private sector, or where it only involved one or the other. The types of letters of support consist of
      
      1. Federal/State: will be required when data is being reused from a study that was originally funded by either a Federal or State agency.
         
      2. Private Organization: will be required when data is being reused from a study that was originally conducted by a private organization such as a University or Research Organization. If the data was originally acquired by a different organization/requestor than the requestor of the reuse or if the acquired data is going to be reused within the the same organization, then a Letter of Support (Original Organization/Requestor that acquired the data) from that organization/requestor will also be required.
         
   6. Finder File: CMS is required to maintain an accounting of disclosures of data per beneficiary. This accounting applies not only to release of data but to the reuse of data as well. CMS established the Privacy Accountability Database (PAD) which became operational in April 2003. Beginning then, all disclosures that are made about a beneficiary are now being tracked. If the data cannot be accounted for, the data cannot be released. For requests that are for reuse of data that were acquired prior to April 2003, a finder file of the original health insurance claim numbers must be submitted so that these numbers can be run against the PAD system. Please submit with Reuse Certification Form.
      
   7. Finder File Cost: A cost may be associated to the finder file run against the PAD. These costs will be determined depending on the size of the finder file. However, if the requestor is requesting reuse of 100% or 5% data then no charge will be applied to reuse of data. If submittal of finder file applies, the file of HICs or SSNs should be placed on a diskette or CDROM and submitted with package and payment.
      

   8. Costs For Processing PAD LOAD FILES (based on number of Health Insurance Claim Numbers (HICs) or Social Security Numbers (SSNs)

      • Size of Finder File and Cost
        1. 1,000,000 or less - $730.00
        2. 2,000,000 - $1,040.00
        3. 3,000,000 - $1,360.00
        4. 4,000,000 - $1,670.00
        5. 5,000,000 - $1,980.00
        6. 6,000,000 - $2,290.00
           
   If it is determined that CMS will incur costs in tracking the data that is to be reused, CMS will develop a Cost Statement and mail to requestor. Instructions on how to submit payment will be provided with the cost statement.

Submit all Reuse Requests Packages to: Research Data Assistance Center (REsDAC)

Downloads
Data Use Agreement [PDF, 50KB] Addendum to DUA [PDF, 26KB] Research Protocol [PDF, 103KB] Reuse Certification Form [PDF, 74KB] Privacy Board Review Summary Sheet [PDF, 55KB]
Related Links Inside CMS
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Related Links Outside CMS
Research Data Assistance Center (REsDAC)

Page Last Modified: 08/14/2006 12:00:00 AM
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