FY2013 VIReC Database and 

Methods 

Cyber Seminar Series 

RESEARCHERS’ GUIDE TO VA DATA 

1 
 

Research Access to VA Data 

RESEARCHERS’ GUIDE TO VA DATA 

2 

FY2013 VIReC Database and Methods Cyber Seminar Series
 

February 4, 2013 

Presented by: 

Linda Kok, MA 
 

 

 

 

 

Acknowledgements 

3 

RESEARCHERS’ GUIDE TO VA DATA 

John Quinn & Irma McCaffrey, National Data Systems 

(NDS) 

Sam White, Health Information Access (HIA) 

Audrey Revere, Patient Care Services (PCS) 

Cheryl Benson, Pharmacy Benefits Management (PBM) 

VA/CMS Data for Research Project at VIReC 

Jeffrey Scehnet, VINCI DART Development Team 

Michael Wlezien, Hines Information Security Officer (ISO) 

and Customer Provisioning Service Point of Contact (CUPS 

POC) 
 

 

 

 

 

 

 

Session Objectives 

RESEARCHERS’ GUIDE TO VA DATA 

Describe elements involved in the data request process 

Describe request procedures for select data 

– Customer User Provisioning System (CUPS) 

– DART: National Data Systems (NDS) 

– Health Information Access: VistAWeb & CAPRI 

– Patient Care Services (PCS) Data 

– Pharmacy Benefits Management (PBM) Data 

– VIReC – Medicare, Medicaid & USRDS 

Identify approaches to facilitate the data request 

review process
 

Contacts & Help 

4 
 

 

 

 

 

 

 

Session Objectives 

RESEARCHERS’ GUIDE TO VA DATA 

5 

Describe elements involved in the data request process 

Describe request procedures for select data 

– Customer User Provisioning System (CUPS) 

– DART: National Data Systems (NDS) 

– Health Information Access: VistAWeb & CAPRI 

– Patient Care Services (PCS) Data 

– Pharmacy Benefits Management (PBM) Data 

– VIReC – Medicare, Medicaid & USRDS 

Identify approaches to facilitate the data request 

review process
 

Contacts & Help 
 

Research Data Access 

Request Process Parameters 

6 

Access location: Mainframe, CDW, VINCI, other 

Data format: SAS or SQL 

Request method: CUPS, DART, E-mail 

RESEARCHERS’ GUIDE TO VA DATA 
 

 

 

Research Data Access 

Request Process Parameters 

7 

Data Source: Database; system; office managing data 

Identifier: Real SSN; VHA scrambled SSN; other 

Use: R&D approved research; prep to research; 

healthcare operations 

Data Level: Local, VISN, National 

RESEARCHERS’ GUIDE TO VA DATA 
 

 

 

 

 

 

 

Session Objectives 

RESEARCHERS’ GUIDE TO VA DATA 

8 

Describe elements involved in the data request process 

Describe request procedures for select data 

– Customer User Provisioning System (CUPS) 

– DART: National Data Systems (NDS) 

– Health Information Access: VistAWeb & CAPRI 

– Patient Care Services (PCS) Data 

– Pharmacy Benefits Management (PBM) Data 

– VIReC – Medicare, Medicaid & USRDS 

Identify approaches to facilitate the data request 

review process
 

Contacts & Help 
 

Access Request Approval 

CUPS POC 

9 

Mainframe? 

NO 

Real SSN? 

Local 

Data? 

NO 

YES 

YES 

YES 

NO 

MedSAS and Other Workload Data, BIRLS & VetsNet 

CUPS POC 

DART 

DART CUPS POC 

RESEARCHERS’ GUIDE TO VA DATA 
 

 

 

 

3 Steps to Get Access Approval Locally 

RESEARCHERS’ GUIDE TO VA DATA 

1.	 Complete & sign VA Form 9957 <see bonus slides> 

Identify correct Functional Task Code: 

http://vaww4.va.gov/NDS/FTCGrid.asp 

2.	 Obtain supervisor & local approval 

signatures 

3.	 Submit 9957 to your facility CUPS POC or ISO 

Receive e-mail with your AITC Mainframe Time Sharing Option 

(TSO) login ID & temporary password. 

10 
 

 

 

 

 

 

 

Session Objectives 

RESEARCHERS’ GUIDE TO VA DATA 

11 

Describe elements involved in the data request process 

Describe request procedures for select data 

– Customer User Provisioning System (CUPS) 

– DART: National Data Systems (NDS) 

– Health Information Access: VistAWeb & CAPRI 

– Patient Care Services (PCS) Data 

– Pharmacy Benefits Management (PBM) Data 

– VIReC – Medicare, Medicaid & USRDS 

Identify approaches to facilitate the data request 

review process
 

Contacts & Help 
 

 

Audience Poll 

(Heidi please convert to poll) 

Have you ever requested access to data 

through the Data Access Request Tracker 

(DART*)? 

– Yes 

– No 

* DART is a VHA software application that automates data 

request submission, review, and approvals 

RESEARCHERS’ GUIDE TO VA DATA 

12 
 

 

 

DART Research Access Options 

13 

Data on AITC Mainframe and CDW/VINCI 

Data Source Mainframe CDW/VINCI 

BIRLS Death File - real SSN Complete datasets Extract 

CDW SQL Domains N/A Extract 

DSS NDE SQL Domains N/A Extract 

MedSAS & Workload SAS datasets 

– real SSN (VISN & National) 

Complete 

Datasets Extract 

Vital Status File SAS dataset 

- real & scrambled SSN Complete datasets Extract 

RESEARCHERS’ GUIDE TO VA DATA 
 

 

 

 

DART Research Access Options 

OEF/OIF and Web Reports 

Data Source Access 

OEF/OIF Roster Files 

- real & scrambled SSN Extract or all records 

DSS Web Reports 

– real SSN VSSC Website Report 

VSSC Web Reports 

– real SSN VSSC Website Report 

RESEARCHERS’ GUIDE TO VA DATA 

14 
 

 

 

Where to Start DART Request Process 

15 

RESEARCHERS’ GUIDE TO VA DATA 

Begin on NDS web pages 

— http://vaww4.va.gov/NDS/DataAccess/DataAccessRES.asp 

— Descriptions of required documents 

— Link to data access forms 

— Link to Functional Task Codes 

— Launch DART button 

VINCI Central 

— http://vaww.vinci.med.va.gov/vincicentral/ 
 

 

 

DART 

Request Process 

16 

1.	 Enter project information 

a) Principal Investigator 

b) Project staff & roles 

c) Primary and secondary research sites 

2.	 Enter information about data needed 

3.	 Click to upload each required document 

listed by system 

4.	 Submit request 

RESEARCHERS’ GUIDE TO VA DATA 
 

 

 

 

DART Research Approval Process - NDS 

Data 

Requestor 

NDS 

VHA Privacy 

Review 

NDS 

Data 

Provider 

VHA Data 

Security 

RESEARCHERS’ GUIDE TO VA DATA 

17 

1) Submission of 5) Prepares data Research Packet release to via DART requestor 

2) Review of
 

Research
 

Packet
 4) Approval of Data completeness Use Agreement and 

Notification to the 

Data Steward & 

requestor 

3) Review and 

Approval of 

Documents & 

Request 

ORD 
 

 

 

 

 

 

 

Session Objectives 

18 

Describe elements involved in the data request process 

Describe request procedures for select data 

– Customer User Provisioning System (CUPS) 

– DART: National Data Systems (NDS) 

– Health Information Access: VistAWeb & CAPRI 

– Patient Care Services (PCS) Data 

– Pharmacy Benefits Management (PBM) Data 

– VIReC – Medicare, Medicaid & USRDS 

Identify approaches to facilitate the data request 

review process
 

Contacts & Help 

RESEARCHERS’ GUIDE TO VA DATA 
 

 

Audience Poll 

(Heidi please convert to poll) 

RESEARCHERS’ GUIDE TO VA DATA 

Have you ever requested access to 

electronic health record (EHR) through 

VistAWeb or CAPRI ? 

– Yes 

– No 

19 
 

 

 

 

 

 

 

 

Differences and Similarities of 

VistAWeb & CAPRI 

20 

• Read-only 

access to EHR 

one patient at a 

time 

• Requires real 

SSN 

• Approval for 

one, many, or 

all VA sites 

• Submit 

requests to 

HIA/DART 

• VA Intranet web portal 

accessed through local VistA 

login ID 

• Data for a patient 

consolidated from all sites in 

single chronological view 

• VistA Imaging available 

• No software installation 

required 

• Looks different from CPRS 

• Single sign-on for access for 

patient or facility list 

• Views data for individual patient 

for one healthcare site at a time 

• Provides direct access to 

VistAWeb 

• Search progress notes for terms 

about a specific patient 

• VistA Imaging available through 

link to VistAWeb 

• Access to Federal Health 

Information Exchange 

(FHIE)/DoD health data 

• Requires special software and 

access/verify codes 

• Looks like CPRS 

VistAWeb CAPRI 

RESEARCHERS’ GUIDE TO VA DATA 
 

 

 

 

 

 

Access to VistAWeb & CAPRI 

RESEARCHERS’ GUIDE TO VA DATA 

21 

“Special User” access for those who need access to nonlocal medical records 

Granted by NDS Health Information Access (HIA)
 

program
 

See HIA website for details of access requirements and 

faxing instructions http://vaww.va.gov/hia/ 

Submit questions to HIA at: hia@va.gov 

Available through DART soon 
 

 

 

 

 

 

 

Session Objectives 

RESEARCHERS’ GUIDE TO VA DATA 

22 

Describe elements involved in the data request process 

Describe request procedures for select data 

– Customer User Provisioning System (CUPS) 

– DART: National Data Systems (NDS) 

– Health Information Access: VistAWeb & CAPRI 

– Patient Care Services (PCS) Data 

– Pharmacy Benefits Management (PBM) Data 

– VIReC – Medicare, Medicaid & USRDS 

Identify approaches to facilitate the data request 

review process
 

Contacts & Help 
 

Audience Poll 

(Heidi please convert to poll) 

23 

Have you ever requested access to data 

from Patient Care Services (PCS)? 

– Yes 

– No 

RESEARCHERS’ GUIDE TO VA DATA 
 

 

 

PCS Data Sources 

Care Management/ 

Social Work Service Geriatrics Primary Care 

Rehabilitation and 

Prosthetic Services 

SCI/Disorders 

Services 

24 

Specialty Care Services 

RESEARCHERS’ GUIDE TO VA DATA 

Mental Health 

Services 

Diagnostic Services 

National Center for Health Promotion/ 

Disease Prevention (NCP) 

Telehealth Services 
 

Specialty Care Services Data Sources 

25 

Cardiology 

Foot Care (Podiatry) 

Diabetes 

PADRECC 

MRSA 

Oncology (VACCR) 

Eastern Pacemaker 

Infectious Disease 

Neurology 

Surgery 

RESEARCHERS’ GUIDE TO VA DATA 
 

 

 

 

 

 

 

Access to PCS Data 

PCS provides custom analytic datasets created 

from data within its stewardship for research use 

Data Transfer Agreement (DTA) required 

Other requirements vary based on use: 

– Research Studies 

– Quality Improvement Studies 

– Program Evaluation Studies 

Data request and data dictionaries are available 

on the PCS SharePoint site: 

http://vaww.infoshare.va.gov/sites/OSPM/default.aspx 

RESEARCHERS’ GUIDE TO VA DATA 

26 
 

 

 

 

 

 

 

Session Objectives 

Describe elements involved in the data request process 

Describe request procedures for select data 

– Customer User Provisioning System (CUPS) 

– DART: National Data Systems (NDS) 

– Health Information Access: VistAWeb & CAPRI 

– Patient Care Services (PCS) Data 

– Pharmacy Benefits Management (PBM) Data 

– VIReC – Medicare, Medicaid & USRDS 

Identify approaches to facilitate the data request 

review process
 

Contacts & Help 

RESEARCHERS’ GUIDE TO VA DATA 

27 
 

Audience Poll 

(Heidi please convert to poll) 

Have you ever requested PBM data?
 

– Yes 

– No 

RESEARCHERS’ GUIDE TO VA DATA 

28 
 

 

 

 

Access to VHA Pharmacy Benefits 

Management (PBM) Data 

Data steward: PBM Services 

No direct researcher access 

PBM Services will create a custom data extract in 

SAS format on request 

RESEARCHERS’ GUIDE TO VA DATA 

29 
 

 

 

 

 

Access to PBM Data – cont. 

Submission requirements: 

– Copy of IRB approval letter 

– Summary of study protocol 

– Completed research data request form 

– Data disclosure form (DUA) 

PBM data request link: 

– Research data request form 

– Instructions for requesting a data extract at 

http://vaww.apps.cmop.va.gov/PBMIntranetWEbSiteArchive/researchqualityimprovement/rdrf.asp 

RESEARCHERS’ GUIDE TO VA DATA 

30 
 

 

 

 

 

 

 

Session Objectives 

Describe elements involved in the data request process 

Describe request procedures for select data 

– Customer User Provisioning System (CUPS) 

– DART: National Data Systems (NDS) 

– Health Information Access: VistAWeb & CAPRI 

– Patient Care Services (PCS) Data 

– Pharmacy Benefits Management (PBM) Data 

– VIReC – Medicare, Medicaid & USRDS 

Identify approaches to facilitate the data request 

review process
 

Contacts & Help 

RESEARCHERS’ GUIDE TO VA DATA 

31 
 

 

Audience Poll 

(Heidi please convert to poll) 

Have you ever requested access to 

Centers for Medicare and Medicaid 

Services (CMS) data or United States 

Renal Data System (USRDS) data? 

– Yes 

– No 

RESEARCHERS’ GUIDE TO VA DATA 

32 
 

 

 

 

 

 

 

 

 

 

 

VA/CMS Data for Research 

VIReC provides custom SAS datasets 

Types of VA/CMS Data 

– Medicare 

– Medicaid 

– Patient Assessment (OASIS & MDS) 

– Medicare Current Beneficiary Survey (MCBS) 

– United States Renal Data System (USRDS) 

RESEARCHERS’ GUIDE TO VA DATA 

33 
 

 

 

 

 

Information about VA/CMS Data 

34 

RESEARCHERS’ GUIDE TO VA DATA 

Information about the VA/CMS data for research is 

available on VIReC’s VA/CMS website: 

http://vaww.virec.research.va.gov/Index-VACMS.htm 

Data request instructions and contact information 

are available on the VA/CMS Web page: 

http://vaww.virec.research.va.gov/VACMS/Requests/Overview.htm 

Pre-request consultations are highly recommended 
 

 

 

 

 

 

 

Session Objectives 

Describe elements involved in the data request process 

Describe request procedures for select data 

– Customer User Provisioning System (CUPS) 

– DART: National Data Systems (NDS) 

– Health Information Access: VistAWeb & CAPRI 

– Patient Care Services (PCS) Data 

– Pharmacy Benefits Management (PBM) Data 

– VIReC – Medicare, Medicaid & USRDS 

Identify approaches to facilitate the data request 

review process
 

Contacts & Help 

RESEARCHERS’ GUIDE TO VA DATA 

35 
 

 

 

Minimizing Data Request 

Review Time 

IRB Protocol 

– Where real SSNs are needed, clearly justify 

the reason 

– Clearly indicate the types of data needed 

– Review study data privacy & security plans 

with local PO & ISO 

RESEARCHERS’ GUIDE TO VA DATA 

36 
 

 

 

 

 

Minimizing Data Request 

Review Time – cont. 

IRB and R&D Committee Approval 

– Provide original and current approval letters 

– Verify that your IRB approval includes 

• HIPAA authorization or waiver of 

authorization 

• Informed consent forms, where 

appropriate 

– For multiple-site studies provide 

• Local IRB approvals for each site or
 

• VA Central IRB approval 

RESEARCHERS’ GUIDE TO VA DATA 

37 
 

 

 

Minimizing Data Request 

Review Time – cont. 

Form 9957, when required 

– Type all fields except the signatures 

– Accompany signatures with person’s name & 

title 

– PKI Electronic signatures are required for 

DART submissions, allowed, but not required 

for others 

RESEARCHERS’ GUIDE TO VA DATA 

38 
 

 

 

 

Minimizing Data Request 

Review Time – cont. 

General suggestions for DART 

– Name electronic documents clearly 

– Submit only .pdf or Word documents (e.g., 

.doc, .docx) 

– Double check - before submitting the request 

• Are uploaded documents complete?
 

• Are each of the documents uploaded 

correctly? 

Respond to reviewer questions promptly
 

RESEARCHERS’ GUIDE TO VA DATA 

39 
 

 

 

 

 

 

 

Session Objectives 

Describe elements involved in the data request process 

Describe request procedures for select data 

– Customer User Provisioning System (CUPS) 

– DART: National Data Systems (NDS) 

– Health Information Access: VistAWeb & CAPRI 

– Patient Care Services (PCS) Data 

– Pharmacy Benefits Management (PBM) Data 

– VIReC – Medicare, Medicaid & USRDS 

Identify approaches to facilitate the data request 

review process
 

Contacts & Help 

RESEARCHERS’ GUIDE TO VA DATA 

40 
CONTACTS & HELP 

RESEARCHERS’ GUIDE TO VA DATA 

41 
 

 

 

Austin Mainframe & DART 

Helpdesk Contact 

For questions regarding Austin Mainframe or DART 

– National Service Desk 

• E-Mail: cdco-nsd@va.gov 

• Phone: 888-326-6780 

RESEARCHERS’ GUIDE TO VA DATA 

42 
 

 

Data Access Help - DART 

NDS information about required documents 

http://vaww4.va.gov/NDS/DataAccess/DataAccessRES.asp 

Data access forms for NDS requests 

http://vaww4.va.gov/NDS/DataAccess/DataAccessForms.asp 

VINCI 

http://vaww.vinci.med.va.gov/vincicentral/ 

RESEARCHERS’ GUIDE TO VA DATA 

43 
 

 

 

 

RESEARCHERS’ GUIDE TO VA DATA 

VIReC Website
 

VIReC website: 

http://vaww.virec.research.va.gov 

– Documentation on select VA datasets used in research 

– Announcements on transition of data to the Corporate Data 

Warehouse 

– Access portals and processing platforms 

– Data access options and methods 

– Access requirements for select data sources 

– Frequently Asked Questions (FAQs) - Quick answers to 

common questions about accessing VA data
 

44 
 

 

 

VIReC Help (cont’d) 

RESEARCHERS’ GUIDE TO VA DATA 

45 

HSRData Listserv 

–	 Join at the VIReC Web site 

–	 Discussion among >500 data stewards,
 

managers, and users
 

–	 Past messages in archive (on intranet) 

VIReC Help Desk 

–	 virec@va.gov 

–	 VIReC staff will answer your question and/or 

direct you to available resources on topics 
Questions? 

RESEARCHERS’ GUIDE TO VA DATA 

46 
 

BONUS SLIDES 

Common Terms & Acronyms 

NDS required documents 

Completing VA Form 9957 

Access to VA Data by Non-VA Researchers
 

RESEARCHERS’ GUIDE TO VA DATA 

47 
Common Terms & Acronyms 

RESEARCHERS’ GUIDE TO VA DATA 

48 
RESEARCHERS GUIDE TO VA DATA

49

 

 

 

 

 

 

 

 

 

 

 

 

 

Common Terms & Acronyms 

Term/ 

Acronym Description 

AITC 

Austin Information Technology Center (AITC) is the VA's centralized computer 

processing center located in Austin, TX. Also referred to as: Corporate Data 

Center Operations, Austin Campus, Austin Automation Center, and Corporate 

Franchise Data Center. 

CUPS POC 

Customer User Provisioning System (CUPS) Point Of Contact (POC), formerly 

called the ACRS POC, provides local assistance in completing VA form 9957 and 

grants local access to AITC data. This role is frequently performed by the ISO. To 

identify your CUPS POC, contact the AITC Service Desk at (888) 326-6780 or send 

an email to cdco-nsd@va.gov 

ISO Information Security Officer at local facility/station – participates in IRB reviews 

PO Privacy Officer at local facility – participates in IRB reviews 

Data 

Steward 

The office responsible for maintenance and protection of a database, also known 

as Data Custodian or Information Custodian. 

DUA/DTA Data Use Agreement or Data Transfer Agreement 

HIA NDS Health Information Access Program 

’ 
RESEARCHERS GUIDE TO VA DATA

50

 

 

 

 

 

 

 

 

 

 

Common Terms & Acronyms 

Term/ 

Acronym Description 

NDS 

National Data Systems is a division of VHA Office Information and Analytics (OIA), 

Health Information Governance (HIG) and is the data steward for data at AITC, 

including the Medical SAS Datasets (MedSAS), the VA Vital Status Files, and the 

CDW; and coordinates access to other data at AITC. 

Real SSN 

Data Data containing real Social Security Numbers 

Scrambled 

SSN Data Data containing coded e.g., scrambled Social Security Numbers 

TSO 

Account 

Time Sharing Option account through which programs may be submitted to access 

data on the mainframe computers at AITC 

VA Form 

9957 

Request form required as part of requests for authorization to access VA data at 

AITC. Links to this form maybe found on the NDS and VIReC intranet websites. 

Also called the CUPS form, formerly called the ACRS form. 

FTC Functional Task Code: Code associated with a type or group of datasets. Used on 

the 9957 form to identify data for which access is being requested. 

MedSAS Medical SAS Data sets include 

the VHA Inpatient, Outpatient and Fee-basis Databases ’ 
RESEARCHERS GUIDE TO VA DATA

51

 

 

 

 

 

 

 

 

Common Terms & Acronyms 

Term/ 

Acronym Description 

DSS Decision Support System data includes National Data Extracts (NDE) 

and DSS Web Reports 

BIRLS Beneficiary Identification and Records Locator Subsystem Death File 

PCS Patient Care Services provides analytical datasets that are within its stewardship 

CAPRI Compensation and Pension Records Interchange – read-only access to EHR at 

national level through installed software 

VistAWeb Read-only web interface to EHR at national level through web portal 

VSSC VA Support Service Center provides data cubes and web reports on many VHA 

data sources 

PBM Pharmacy Benefits Management provides extracts of VHA pharmacy data 

CDW Corporate Data Warehouse – a growing national repository of clinical and 

administrative data in a relational data warehouse architecture 

VINCI VA Informatics and Computing Infrastructure – a secure processing platform with 

a wide variety of software useful to researchers ’ 
NDS Required Documents 

RESEARCHERS’ GUIDE TO VA DATA 

52 
 

 

 

 

 

 

 

 

 

 

NDS Required Documents 

Per Research Study Per Study Site Per Person 

Research Data Request 

Memo 

Research Protocol 

Data Use Agreement 

Sample Informed 

Consent and HIPAA 

Authorization, where 

applicable 

Research and 

Development (R&D) 

Committee approval 

letter 

IRB approval letter, 

original & current 

Waiver of HIPAA 

authorization, where 

applicable 

VA Form 9957 for PI & 

study staff with access 

to system (mainframe 

or CDW) 

VA Privacy Data 

Access Agreement 

Vital Status Rules of 

Behavior, where 

applicable 

Note: Not all documents are required for each data request.
 

RESEARCHERS’ GUIDE TO VA DATA 

53 
NDS Data Requests 

That Require Form 9957 

RESEARCHERS’ GUIDE TO VA DATA 

54 
 

 

 

 

 

 

Links to NDS Data Access Information 

1. NDS home page: http://vaww4.va.gov/nds/ 

2. NDS research data access request information: 

http://vaww4.va.gov/NDS/DataAccess/DataAccessRES.asp 

3. Links to NDS data access forms & instructions: 

http://vaww4.va.gov/NDS/DataAccess/DataAccessForms.asp 

• VA Form 9957 

• INSTRUCTIONS 

– VA Form 9957 Instructions <Mainframe> 

– VA Form 9957 Instructions for CDW 

RESEARCHERS’ GUIDE TO VA DATA 

55 
56 
 

 

 

 

 

 

 

 

 

 

 

VHA Form 9957 

General Information 

For the header section and Section 2 follow the Form 

9957 instructions found on the NDS data access 

forms page. The instructions are different for the 

mainframe and CDW, check both. 

Note: If you are the Principal Investigator you may 

be required to complete form 9957, but if you will not 

access the data on the mainframe you are not 

required to obtain a Time Sharing Option (TSO) 

account. 

In Section 3 use the phrase “Does not require data 

access” in the Functional Task Code column. 

RESEARCHERS’ GUIDE TO VA DATA 

57 
 

 

 

 

 

 

 

 

Section 3: Access Requested 

Mainframe & VSSC Only Access Requests 

Describing the data being requested: 

Functional Task Codes: 

Determine correct Functional Task Codes (FTC) 

•	 See: Functional Task Code Access Grid on NDS 

intranet site: 

http://vaww4.va.gov/NDS/FTCGrid.asp 

• Or contact your local CUPS POC 

Include Functional Task Codes in Form 9957, 

Section 3. Access Requested 

Include all codes that apply 

RESEARCHERS’ GUIDE TO VA DATA 

58 
 

 

Section 3: Access Requested 

CDW Only Access Requests 

Describing the data being requested: 

CDW domains: request use these words:
 “Basic read access” IEN identifiers used within CDW 

“Privileged Read Access” for Real or scrambled SSN Access 

Other CDW/VINCI data use real or
 

scrambled SSNs 

MedSAS datasets 

Vital Status 

Include all descriptions that apply 

59 

RESEARCHERS’ GUIDE TO VA DATA 
 

 

 

 

 

 

 

 

Section 3: Access Requested 

Mainframe/CDW Hybrid Access Requests 

Describing the data being requested 

Mainframe data- use Functional Task Codes 

CDW data – use those on previous slide 

VSSC & DSS Web Reports - use these words 

• VISN Level Real SSN DSS Web Reports 

• VISN Level Real SSN VSSC Web Reports 

• National Level Real SSN DSS Web Reports 

• National Level Real SSN VSSC Web Reports 

Include all descriptions that apply 

RESEARCHERS’ GUIDE TO VA DATA 

60 
 

 

 

 

 

 

 

 

 

Section 4 Signatures 

RESEARCHERS’ GUIDE TO VA DATA 

To complete VA Form 9957, sign your name 

electronically and obtain electronic signatures of 

approving official(s) in Section 4: 

–	 For all scrambled SSN data, VISN and national real SSN data 

and all Vital Status Files the approving officials are: 

• For study staff: the PI 

• For the PI: the ACOS-R or other supervisor, 

– For local real SSN data 

• The signature above, plus local Facility Director 

– For VISN real SSN data 

• The signature above, plus local HSR&D Director 

Note: Local policies on additional required approvals may vary 

--- check with your CUPS POC 

61 
 

 

 

 

 

VA Form 9957 cont. 

RESEARCHERS’ GUIDE TO VA DATA 

3.	 Provide a copy of the signed form to the CUPS 

POC (or ISO) for your facility. 

A. For VISN or national real SSN data, submit the Form 

9957 with your DART request 

B. For local access or national scrambled SSN access 

your CUPS POC will process the request. 

62 
 

Form 9957 - Signature Block 

Local Approval 

63 

Your Name and Title + Electronic Signature 

Your Supervisor Name, Title & Electronic Sign. (PI or ACOS-R ) 

CUPS POC (ISO) Name & Title & Phone Number – 

Signature not required 

Mainframe MedSAS/Workflow Data 

with Scrambled SSNs
 

RESEARCHERS’ GUIDE TO VA DATA 
 

 

Form 9957 - Signature Block 

Local Approval 

64 

Your Name, Title and Electronic Signature 

Your Supervisor Name, Title + Electronic Sign. (PI or ACOS-R ) 

Your Facility Director Name, Title and Elect. Sign. 

CUPS POC (ISO) Name & Title & Phone Number – 

Signature not required 

Local Facility MedSAS/Workflow data
 

with Real SSNs
 

RESEARCHERS’ GUIDE TO VA DATA 
 

 

Form 9957 - Signature Block 

Submit through DART 

65 

Your Name, Title and Electronic Signature 

Your Supervisor Name, Title and Elect. Sign. (PI or ACOS-R ) 

Your ACOS-R or Local HSR&D Director Local requirements may vary... 

CUPS POC (ISO) Name & Title & Phone Number – Signature not 

required 

VISN Level Data with Real SSNs
 

RESEARCHERS’ GUIDE TO VA DATA 
 

 

Form 9957 - Signature Block 

Submit through DART 

66 

Your Name, Title and Electronic Signature 

Your Supervisor’s Name, Title and Elect. Sign. (PI or ACOS-R ) 

Local requirements may vary....... 

CUPS POC (ISO) Name & Title & Phone Number – 

Signature not required 

National Data with Real SSNs & All Vital Status Files
 

RESEARCHERS’ GUIDE TO VA DATA 
 

Access to VA Data 

by 

Non-VA 

Researchers 

RESEARCHERS’ GUIDE TO VA DATA 

67 
 

 

 

 

 

 

 

Access to VA Data by Non-VA 

Researchers 

The VA restricts release of data containing Protected 

Health Information (PHI) for research use to VA 

employees with approved VA research protocols 

Exceptions: 

– Obtain written permission of the VA Under Secretary for 

Health 

– Obtain a signed HIPAA-compliant authorization from the 

patient or his/her personal representative for access to the 

individual’s health records 

RESEARCHERS’ GUIDE TO VA DATA 

68 
 

 

 

 

 

 

Access to VA Data by Non-VA 

Researchers 

Request data in the form of a de-identified 

dataset under the Freedom of Information Act 

(FOIA). 

– To do this, contact the FOIA officer at your nearest VA 

medical center to submit a request 

(http://www.foia.va.gov/). 

– De-identified data may contain none of the 18 

elements of Protected Health Information as defined by 

HIPAA, and may not contain other information that 

makes re-identification likely. 

RESEARCHERS’ GUIDE TO VA DATA 

69 
 

 

 

 

 

 

Access to VA Data by Non-VA 

Researchers 

Researchers who are not VA employees and 

are interested in using VA data may consider 

becoming affiliated with the VA. 

– Collaborate with a VA researcher and establish VA 

standing for oneself such as an Interagency Personnel 

Agreement or a VA-Without Compensation (WOC) 

affiliate to work under the supervision of a Principal 

Investigator who is a qualified VA employee. 

RESEARCHERS’ GUIDE TO VA DATA 

70 
Quick Reference: Data Access 


For Approved Research Projects 

Local CUPS POC 

Method: Users submit VA Form 9957 with FuncƟonal Task Codes and required signatures to the 

local VHA Customer User Provisioning System (CUPS) Point of Contact (POC). 

Datasets:

 ADUSH Enrollment files 

 BIRLS Death file (with scrambled SSNs) 

 DSS Web Reports (naƟonal data with scrambled SSNs OR local data with real SSNs) 

 Fee Basis files 

 Medical SAS datasets (naƟonal data with scrambled SSNs OR local data with real 

SSNs) 

 VSSC Web Reports (naƟonal data with scrambled SSNs OR local data with real SSNs) 

 VETSNET (naƟonal data with scrambled SSNs OR local data with real SSNs) 

DART 

Method: Users upload required documents to the Data Access Request Tracker (DART). 

Datasets:

 BIRLS Death file (with real SSNs) 

 Corporate Data Warehouse (CDW) 

 DSS NaƟonal Data Extracts 

 DSS Web Reports (VISN or naƟonal data with real SSNs) 

 Medical SAS datasets (VISN or naƟonal data with real SSNs) 

 OEF/OIF/OND Roster 

 VSSC Web Reports (VISN or naƟonal data with real SSNs) 

 VETSNET (VISN/naƟonal data with real SSNs) 

 VHA Vital Status File 

Direct Submission to Data Owner 

Method: Some data owners have developed request process unique to their data. Required 

documents are usually sent to the data owner via email. 

Datasets:

 CAPRI and VistAWeb 

 PaƟent Care Services (PCS) 

 NaƟonal ProstheƟcs PaƟent Database (NPPD) 

 Resident Assessment Instrument/Minimum Data Set (RAI/MDS) 

 Pharmacy Benefits Management (PBM) 

 Medicare and Medicaid (VA/CMS)
 

Specific requirements can be found on the VIReC website. 

January 2013 

VA InformaƟon Resource Center
 

Edward Hines, Jr. VA Hospital
 

5000 South 5th Avenue
 

Hines, IL 60141‐5000 

virec@va.gov

www.virec.research.va.gov

VIReC is supported by HSR&D grant SDR 98‐004