Document B8y32oqb7qbzZ10Jp3QkLQkbL

DEPARTMENT OF HEALTH & HUMAN SERVICES AUG 2 2 1995 Public Healtft Service Centers for Disease Control and Prevennor National Center for Health Statistics 6525 Belcrest Road Hyattsvilie, Maryland 20782 Hasmukh C. shah, Ph.D., D.A.B.T. Manager, Vinyl Chloride Panel CHEMSTAR Chemical Manufacturers Association 2501 M Street, NW Washington, DC 20037 RE: Approval for Amended NDI Application #84-0012A (An Update of the Epidemiologic Mortality Study of Vinyl Chloride Workers) Dear Dr. Shah: Your amended National Death Index (NDI) application to enable you to transfer identifying death record information to a new contractor, Applied Epidemiology, Inc., study has been approved. To keep your application current, it is important that you notify us in writing whenever there are any planned changes in (1) your project's funding arrangements, (2) your study protocol, (3) your confidentiality provisions, and/or (4) organizations or consultants receiving identifying death record information. You may now send your records to our computer facility in North Carolina. Please refer to the enclosed CHECKLIST when preparing your records for submission. The 1979-1993 NDI files are currently available for searches. The 1994 ndi file may be available by October 1995. The National Center for Health Statistics will maintain the confidentiality of your records while they are in our possession. Our specific confidentiality assurances are enclosed. I am also enclosing a current copy of Obtaining State Death Certificates which we hope you will find useful. We look forward to serving you. Please call me on 301-4368951 if you have any questions. Sincerely yours, Enclosures Robert Bilgrad, M.A., M.P.H. Special Assistant to the Director Division of vital Statistics CMA 022592 U.S. Department of Health and Human Services Public Health Service National Center for Health Statistics CONFIDENTIALITY ASSURANCES FOR USERS OF TOE NATIONAL DEATH INDEX The National Center for Health Statistics (NCHS) assures the user of the National Death Index (NDI) that identifiable information submitted on individuals in the user's study or project will be held in strict confidence, will be used only for the purpose of searching the NDI file for possible decedents, and will not be disclosed or released without the prior written consent of the NDI user in accordance with Section 308(d) of the Public Heath Service Act (42 U.S.C. 242m). NCHS wil-1 do everything possible to prevent the accidental loss or damage of the user's magnetic tape or coding sheets; however, the user is encouraged to make and retain a copy of such material before submission to NCHS. The user's information (whether on magnetic tape or coding sheets) will be returned to the user shortly after it has been used to search the NDI master file. Accompanying the user's information will be the results of the NDI search. NCHS will not retain copies of the user's information. The NCHS computer facility, located in Research Triangle Park, -North Carolina, is responsible for receiving and processing all data submitted to NCHS by NDI users. All searches of the NDI file are performed at this computer facility. The results of each search are sent directly to the user along with the data initially submitted by the user (except when the user authorizes NCHS in writing to release the data to a third party). Upon completing NDI services for each user, NCHS generates and stores only aggregate statistics relating to the results of the NDI matching process; e.g., number of user request records processed, number of NDI records and user request records involved in possible record matches, number of possible NDI record matches by State.... NCHS will not retain copies of the user's data or any other data generated by the NDI search that reveals the identity of individuals in the user's study or project. Source: U.S. Department of Health and Human Services, .National Center for Health Statistics, User's Manual: The National Death Index, QHHS Publication No. (PHS) 31-1142, Septemoer 1981, page -t. CMA 022593 CHECKLIST FOR PREPARING AND SUBMITTING TOUR RECORDS FOR A NATIONAL DEATH INDEX FILE SEARCH The following checklist is intended to remind you of several, important activities related to your upcoming NDI file search: Refer to Chapter V of the NDI User's Manual for instructions on preparing and submitting your records (on magnetic tape, floppy disk, or coding sheets). Be sure to include your assigned NDI Application Nun&er (see letter of approval) on the third record of your data file (or at the top of each coding sheet). Attach the enclosed NDI User Data Transmittal Form to the data file (or coding sheets) you send to our computer facility in Research Triangle Park, North Carolina. A copy of the NDI User Data Transmittal Form with your check or purchase order attached should be sent to our headquarters office in Hyattsville, Maryland. (Refer to the appropriate addresses at tla top of the User Data Transmittal Form.) Refer to Chapter VI of the NDI User's Manual for information on payment procedures. Make your check ir purchase order payable to: U.S. Department of Health and . Human Services, with a notation indicating payment i* for National Death Index Application No. _______. Refer to a separate handout for NDI user fees effective April 15, 1993. Two examples for calculating total record charges are presented below: EXAMPLE: 2,000 records searched against 1987-1991 (5jrs) $0.30* X 2,000 records X 5 years = $3,000 EXAMPLE: 3,500 records searched against 1979-1988 (lOyrs) $0.30* X 2,500 records X 10 years = $7,500 $0.15* X 1, 000 records X 10 years *= 1,500 $9,000 Add a service charge of $350* only for your Initial file and $100* for each additional file, including files submitted for future repeat requests. (If you are submitting your data on coding sheets, add a keying charge of $1.00 per coding sheet.) NOTE: If you are considering the merits of submitting multiple files to be searched against different years of deaths, you must first contact the NDI staff to determine whether this would be the most economical alternative. FEE INCREASE EFFECTIVE APRIL 15, 1993 CMA 022594 WORKSHEET FOR CALCULATING NATIONAL DEATH INDEX CHARGES HOTS: Dae this worksh et whan submitting groups of records OH t YEARS W SEARCHED* 19791980- Current yew only Known decedenu OWE riT-~* for HO. OF YEARS 1 1 )t X X X X X x y X X X X X X X X X X X X searches HO. OF RECORDS against_DIFrERENT_ranges_of_3rear8^ FEES * RECORD ($.30/$.15) CHARGES x $s $X s: $X tst $X ' 5X 3 $X ' $X ' 3 $X ' B X s$ X$ $X , X$ X$ $X 31 X$ X$ $X S $X x: X$ X$ TOTAIi RECORD CHARGES SERVICE CHARGE ($350 OR $100)** KEYING CHARGE ($1.00/coding sheet)*** TOTAL NDI CHARGES CUMMUIATIVE RECORDS* *Use the first several rows of this worksheet to record those groups of records which need to be searched for GREATER numbers of years. Use the CUMMUIiATIVE RECORDS column to determine when the first '2,500 records have been reached and in which range of years that occurs. That range of years will need TWO rows to show which records in the group need to be charged the higher rate and which records receive the lower rates. Tor the first 2,500 records listed, the charge per record is $0.30 for EACH YEAR searched. Each additional record is charged at $0.15 per year. **The service charge for the FIRST (initial) file of records is $350. There is a $100 service charge for processing each subsequent file of records related to the same approved HDI application. ***The keying charge for records submitted on HDI coding sheets is $1.00 per record (in addition to the record charges and service charges.) Before submitting your records for HDI file searches, please contact Robert Bilgra on 301-43S--8951 to review your calculation of HDI charges. CMA 022595 Use the following address only if you plan to EXPRESS MAIL your data to our computer facility ir* RTP, NC Director Division of Data Processing National Center for Health Statistics 12 Davis Drive RTP, NC 27709 Attn: National Death Index Phone: 919/541-4421 - US*DEPARTMENT OF HEALTH AND HUMAN SERVICES Public Health Service, Centers for Disease Control National Center for Health Statistics National Death Index: USER DATA TRANSMITTAL FORM MAIL THIS FORM AND YOUR TAPE (OR CODING SHEETS) TO Director. Division ol Oats Processing National Center tor Health Statistics P.O. Box 12214 12 Davis Drive Research Triangle Park. NC 27709 ATTENTION' National Death Index ALSO SEND A COPY OF THIS FORM AND YOUR PAYMENT TO NATIONAL DEATH INDEX Division of Vital Statistics National Center (or Health Statistics 6525 Belcrest Road. Room 840 Hyattsville. MD 20782 Name of Project Director: Organization: Phone Number: () Name and full mailing address of person who should be sent the results of the NDI file search: NDI Application Number: ^H-ooiaA Person to contact if NCHS has problems processing your data: Name: Phone Number: () A. What year(s) of death do you want included in this'NDI search' (Contact NCHS if you are not sure what years are currently available for searches.) I 19 through 19 . j Ifyou are submitting MORE THAN ONE FILE of records, enter "NA" j above and provide SPECIAL INSTRUCTIONS on the back of form. B. In what form do you prefer to receive the results of the NDI search? (Please note that whenever a large volume of NDI matches is generated, NCHS may decide to send the results only on a magnetic tape or floppy disk.) ___ Cartridge tape ___ Magnetic tape ____ Floppy disk ____ Computer printout C Is this a "revised" data submission to correct errors in a previous data submission? ___ YES NO D. Is this a "repeat request" for an NDI search (for different years of death and/or for different study subjects)? YES NO E. TECHNICAL INFORMATION ON YOUR DATA SUBMISSION: Transmittal date: Number of records of study subjects: ! Form of transmittal: j ___ Cartridge tape I ___ Magnetic tape _ _ Floppy disk _ _ Coding sheets Volume serial number: Record length: (Only 100-position records are accepted) Bytes per inch (BPI): CDC 64.25 (Rev 8/90) i Data Set Name (DSN): ! Block size: i IBM standard label tape? (CONTINUE ON BACK OF PAGE) YES CMA 022597 NO FORM APPROVED OMB No. 0929-0215 Expires 8-31-92 Special instructions or comments regarding the process of your data: (NOTE: Ifyour data tape or floppy disk contains more than one file, please clearly indicate HOW MANYRECORDS are on each file and which YEAR(S) OF DEA THS each file should be searched against.) PAYMENT IS BEING MADE BY: AMOUNT OF PAYMENT: (Confirm with NDI Staff) Check: __ ^ attached ___ pending Purchase order # ______________ Interagency agreement # ______________ Other (specify):______________________ a) Service charge(s): b) Per record charges (total): c) Keying charges: d) TOTAL PAYMENT: $,, $_ $,, $_ NAME OF PERSON AUTHORIZED TO REQUEST THIS NDI SEARCH: SIGNATURE DATE FOR NCHS OFFICE USE ONLY 1. Date data RECEIVED; 8. NDI CHARGES: 2. Date PROCESSED: a) Service charge: $ 3. Date NDI OUTPUT SENT: b) Per record charge: S 4. TvDe of outDUt; (C) (R) (F) (P) cl Keying charge: 5. CPU time: 6. Wall time: 7. TOTAL records of study subjects: REQUIRED ACTION: (h) fml (s) d) TOTAL CHARGE: $ (hi fml fsl 9. Date check or purchase order received: 10. Date delivered to Office of Financial Management: Deposit check Invoice against purchase order Special instructions or comments: Charge interagencv agreement # '* CMA 022598 Public reporting burden for this collection of information is estimated to average 18 minutes per response. Send comments regarding this burden estimate or any other asoect of this collection of information, including suggestions for reducing this burden, to PHS Reports Clearance Officer; ATTN: PRA: Hubert Humphrey Building; Rm. 721-H; 200 Independence Avenue, SW; Washington, DC 20201, and to the Office of Management and Budget; Paperwork Reduction Project (0920-0215); Washington, OC 20503. us GovtMMtinnwnmGomct iwoo-wibs