Page Contents
Request Process
- Review the Protocols and File Standards listed below
- Confirm all data is properly suppressedOpens in a new window and de-identifiedOpens in a new window
- Indicate the priority option in the request
- Submit a Data Transfer IN RequestOpens in a new window or a Data Transfer OUT RequestOpens in a new window request
- The request will be reviewed, processed, and a comment added to the request ticket which will include a link to the location of the file for the requestor to pick it up in Granite.
Note: If the file is too large to send through email you will be contacted to identify an alternative way for the file to be provided to you to access (i.e., Dropbox, SharePoint, etc.)
- The request will be reviewed, processed, and a comment added to the request ticket which will include a link to the location of the file for the requestor to pick it up in Granite.
Process Time Frame
- We strive to respond to all data transfer requests within 24 hours.
- Requests made after 4:00 PM will not be reviewed until the following business day.
- The length of time may be increased if:
- The request has any issues (i.e., incorrect file names or paths, data that are not clearly explained, or unsuppressed data).
- The request exceeds or is outside the standards indicated.
Protocols
The only acceptable process for moving data on or off the DAC Information Systems is through a data transfer request submission. Only authorized personnel from Dartmouth ITC/RC may move any data-sets on or off Granite.
- Any data obtained from Granite is prohibited from all of the following types of use.
- Do NOT copy/paste (this includes code).
- Do NOT display on Webex, Zoom, or any other cloud-based program.
- Do NOT take a screen shot
- Do NOT write down anything
- Do NOT show/share your screen with an unathorized user (this includes others looking over you shoulder or sitting next to you).
- An unathorized user is a person who has not completed required Canvas training and Granite on-boarding. Please direct them to the "User" Compliance & Granite Access page of this website.
File Standards
All requests must include the below indicated details.
- A brief description of the output
- Only suppressed and de-identified data
- Concise output
- Counts must be included with any rates
- If you are reporting events, you must include the number of beneficiaries
- Indicate if the data that is publication ready or for intermediate results review
- Show the frequency for each value of each variable that is categorical and included in the output
- Include the location of the script that generated the output and any associated log file
Suppression and De-identification
CMS requires strict protocols to ensure de-identification and suppression guidelines for transferring data out of a secure environment are met. An in-depth analytic review of all data-sets are completed prior to a transfer off Granite. This screening is for both identifiers and suppression in accordance with CMS DUA, HIPAA, and NIST SP800-53 requirements which must be in complied.
- It is the responsibility of the requestor to ensure all data requested in the transfer request meet the CMS Cell Size Suppression Policy ens in a new window and meets the Guidance Regarding Methods for De-identification.
- The only acceptable process for moving data on or off the DAC Information Systems is through a data transfer request submission. Only authorized personnel from Dartmouth ITC/RC may move any data-sets on or off Granite.
- If a user is flagged for a suppression error three times in one year, the user will have their Granite access removed and additional mandatory suppression training will be required prior to regaining access.
Ticket Priority Options
In the data transfer request ticket you need to indicate one of the below priority options.
- Low - Transfer desired within 3 business days
- No reason required
- Medium - Transfer desired within within 2 business days
- Reason required for example:
- Transfer results needed for team meeting
- Required for an initial publication submission
- Reason required for example:
- High - Transfer desired within 1 business day
- Reason required for example:
- Situation with firm external deadlines (i.e., Journal revision or proposal deadline)
- Any request for a turn around of less than 24 hours should be submitted as soon as possible and indicated in the ticket.
- Reason required for example: