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Data Access Request Tracker (DART)
What is DART?

• An online SharePoint workflow application that 

guides researchers through the process of 

requesting access to data

• Developed and hosted by VINCI in coordination 

with OIA NDS & HIA, ORD, VIReC, and other VHA 

offices

• Oversight is provided by the VHA Data Access Board

• National Data Systems (NDS) started using DART to 

manage NEW research requests on October 1, 2010
• Austin Mainframe (self-service)

• Medical SAS Data Sets with Real SSNs (Including 

Workload Data such as ADUSH Enrollment, BIRLS Death 

& Fee Basis Files)

• DSS NDEs with Real SSNs 

• VHA Vital Status File with Real SSNs or Scrambled SSNs 

• DSS Web Reports 

• VSSC Web Reports

Data Access Requests Managed by NDS 
• CDW

•Medical SAS Data Sets with Real or Scrambled SSNs (SAS 

or SQL Server format)

•DSS NDEs with Real or Scrambled SSNs (SQL Server or 

SAS Format)

•VHA Vital Status File with Real or Scrambled SSNs (SQL 

Server or SAS Format)

•TIU (all Regions)

•Radiology (all Regions)

...And More

Data Access Requests Managed by NDS 
• Note: Access to MedSAS, DSS NDE and other Austin 

Mainframe workload files with scrambled SSNs will 

continue to be requested through your local CUPS point of 

contact or ISO. NDS does not manage these data access 

requests. Thus, they are not requested through DART

Data Access Requests NOT Managed by NDS 
• NDS Home page: 

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

• NDS VHA Research Data Access page: 

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

• NDS DART Web page: 

http://vaww4.va.gov/NDS/DART/DARTLaunch.asp 

• VINCI Central Home page: 

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

• The DART User Guide contains step-by-step instructions 

for submitting an NDS data request – link on NDS Web 

site & in DART

Where to Start?
DART Pages

 DART uses five types of pages

1. DART Home

2. Initiate Request 

3. Manage Sites & Users 

4. Request Configuration 

5. Manage & View Request

 Link to the DART User Guide is provided on 

every page

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A table will display any existing or previous 

projects linked to your network ID

1. DART Home

http://vaww.vinci.med.va.gov/vincicentral/dart/Shared%20Documents/DART.aspx
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Click on the study name 

to view the request

View the current status

1. DART Home

http://vaww.vinci.med.va.gov/vincicentral/dart/Shared%20Documents/DART.aspx
1. DART Home

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Detailed instructions to 

complete your DART 

request

http://vaww.vinci.med.va.gov/vincicentral/dart/Shared%20Documents/DART.aspx
1. DART Home

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Click on “Initiate New Data Access Request”

http://vaww.vinci.med.va.gov/vincicentral/dart/Shared%20Documents/DART.aspx
2. Initiate Request 

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2. Initiate Request

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General study 

information
3. Manage Sites/Users 

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3. Manage Sites/Users

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Enter project 

members at 

primary site 
3. Manage Sites/Users 

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Specify who will have 

access/view the data
3. Manage Sites/Users 

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Specify who has rights 

to view/manipulate the 

DART request
3. Manage Sites/Users 

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Enter Info on Secondary sites
4. Request Configuration 

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4. Request Configuration 

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Select data sources
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Scroll over description

4. Request Configuration 
5. Manage & View Request 

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5. Manage & View Request 

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DART Page Links
5. Manage & View Request 

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Study Info
5. Manage & View Request 

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Events 

list
5. Manage & View Request 

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Communicate with 

the Reviewers
5. Manage & View Request 

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Upload/View/Replace 

required documents
5. Manage & View Request 

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Links to Forms/Templates
5. Manage & View Request 

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Scroll Over Reminders
5. Manage & View Request 

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Documents uploaded 

by the reviewers
5. Manage & View Request 

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DART User Guide
Questions? 

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Contact:

Jeffrey S. Scehnet, PhD, MSRegSci, CIPP/G

DART Product Manager

VA Informatics and Computing Infrastructure (VINCI)

E-mail: jeffrey.scehnet@va.gov

Office: 801-924-2114