Document eXwy6Bkkpm0k7B1R22829XqE

DEPARTMENT OF HEALTH & HUMAN SERVICES AUG 22 1995 Public Health Service Centers for Disease Control and Prevention National Center for Health Statistics 6525 Belcrest Road Hyattsville, 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 (l) 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 119515 U.S. Department of Health and Human Services Public Health Service National Center for Health Statistics CONFIDENTIALITY ASSURANCES FOR USERS OF THE NATIONAL DEATH INDEX The National Center for Health Statistics (NCHS) assures the user of the National Oeath 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 will 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 NO I 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 NO I 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 Nil 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, DHHS Publication No. (PHS) 31-1148, Septamoer 1981, page *. CMA 119516 CHECKLIST FOR PREPARING AND SUBMITTING YOUR RECORDS FOR A NATIONAL DEATH INDEX FILE SEARCH The following checklist is intended to remind you of several important activities related to your upcoming ndx file search: Refer to Chapter V of the NDI User's Manual for instructions on preparing and submitting your recor&r (on magnetic tape, floppy disk, or coding sheets). Be sure to include your assigned NDX Application Nurfber (see letter of approval) on the third record of your . data file (or at the top of each coding sheet). Attach the enclosed ND! User Data Transmittal Form to the data file (or coding sheets) you send to our computer facility in Research Triangle Park, North Carolina. A conv of the ndi User Data Transmittal Form with vour check or purchase order attached should be sent to our headquarters office in Hyattsville, Maryland. (Refer to the appropriate addresses at the top of the User Data Transmittal Form.) Refer to Chapter VI of the NDt User's Manual for information on payment procedures. Make your check r purchase order payable to: U.S. Department of Health and . Human Services, with a notation indicating payment is 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 * l.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. (Xf you are submitting your data on coding sheets, add a keying charge of $1.00 per coding sheet.) NOTE: Xf you are considering the merits of submitting multiple files to be searched against different years of deaths, you must first contact the NDX staff to determine whether this would be the most economical alternative. FEE INCREASE EFFECTIVE APRIL 15, 1993 CMA 119517 WORKSHEET FOR CALCULATING NATIONAL DEATH INDEX CHARGES HOTS: Os* this worksheet whan submitting group* of raeords OH OKB FILE for saarchas against DIFFEREHT_rang*s of_years_. TEARS SEARCHED* 1979- 1980- HO. OF TEARS X X X X >[ > > X X X X HO. OF RECORDS FEES * ($.30/$.15)1 X* X* X X X X X" X X SM X XS RECORD CHARGES $ $ $ $ $ $ $ $ $ $ $ XX $ XX 5 X X ** $ XX $ Current jrur only Knows decedents ) X X X 1X 1X TOTAL RECORD CHARGES X X X X X at $ $ $ $ $ SERVICE CHARGE ($350 OR $100)** KETIHG CHARGE ($1.00/coding sheet)*** TOTAL NDI CHARGES COMMUTATIVE RECORDS* *0ae tha first several rows of this workshaat to racord thosa groups of raeords which naad to ba saarchad for GREATER numbers of years. Os* th* COMMUTATIVE RECORDS column to determine when tha first 2,500 raeords hava baan reached and in which rang* of yaars that occurs. That rang* of yaars will naad TWO rows to show which r cords in th* group naad to ba charged tha higher rat* and whieh raeords receive tha lower rates. For th* first 2,500 records listed, tha eharga par record is $0.30 for BACH TEAR saarchad. Each additional racord is charged at $0.15 par year. **The service charge for the FIRST (initial) file of records is $350. Thar* is a $100 service charge for processing each subsequent file of records related to th* same approved EDI application. ***The keying charg* for records submitted on HDI coding sheets is $1.00 par racord (in addition to tha racord 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. CMA119518 Use the following address only if you plan to EXPRESS MAIL your data to our computer facility iA 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 CMA 119519 U.S. 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 COOING SHEETS) TO Director, Division ol Data Processing National Center for Health Statistics P 0 Box 12214 12 Oavts Onve Research Triangle Park, NC 27709* ATTENTION: National Death Index ALSO SENO A COPY OF THIS FORM AND YOUR PAYMENT TO NATIONAL DEATH INDEX Division of Vital Statistics National Center for Health Statistics 6525 Belcrest Road, Room 640 Hyattsville. MD 207B2 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: 'W-ociaA 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 tor searches.) 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.) C Is this a "revised" data submission to correct errors in a previous data submission? D Is this a "repeat request" for an NDI search (for different years of death and/or for different study subjects)? E. TECHNICAL INFORMATION ON YOUR DATA SUBMISSION: ! 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. ___ Cartridge tape ___ Magnetic tape ____ Floppy disk ____ Computer printout ___ YES ___ NO YES NO Transmittal date: Number of records of study subjects: Volume serial number: Record length: (Only 100-position records are accepted) Bytes per inch (8PI) CDC 64 25 (Rev 8/90) Form of transmittal: ___ Cartridge tape ___ Magnetic tape ____ Floppy disk ____ Coding sheets Data Set Name (DSN): Block size: IBM standard label tape? 1 (CONTINUE ON BACK OF PAGE) ___ YES CMA119520 ___ 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 DEATHS each hie should be searched against.) PAYMENT IS BEING MADE BY: Check: __ _ attached Purchase order # Interagency agreement # Other (specify): NAME OF PERSON AUTHORIZED TO REQUEST THIS NDI SEARCH; AMOUNT OF PAYMENT: (Confirm with NDI Staff) ___ pending ______________ a) Service charge(s): $_ _ _ _ _ _ _ _ b) Per record charges (total): $________ c) Keying charges: S_ _ _ _ _ _ _ _ d) TOTAL PAYMENT: $ _______ SIGNATURE DATE FOR NCHS OFFICE USE ONLY 1. Datfi data RECEIVED: 8 NDI CHARGES: 2. Date PROCESSED: a) Service charge: S 3. Date NDI OUTPUT SENT: b) Per record charge: $ 4. Type of output: (Cl (R) (F) (P) c) Keying charge: $ 5. CPU time: 6. Wall time: 7. TOTAL records of study subjects: REQUIRED ACTION: (h) (m) (s) d) TOTAL CHARGE: $ (h) (m) (s) 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 interagency agreement # 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 aspect 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, DC 20503. US GOVtMNENT PfMmNG OFFICS 1MO 0-*l6 CMA 119521