Requesting Data – Frequently Asked Questions (FAQs):

How can I get data?

• You can access existing reports and data summaries from the on-line Data Request System (DRS).  Also, be sure to explore data available on the Colorado Health and Environmental Data website.
• If what you need is not already available, you can use the electronic CDPHE Data Inquiry Form to quickly contact the appropriate data manager.
• Data requests will be delivered to the requestor through secure data transfer on the website.   

How does the data request process work?

• First, complete the electronic data inquiry form to initiate a data request.
• You will receive an automated acknowledgment of your request and timeline for response.
• Your request will be sent to the appropriate program, and you will receive a reply within three business days.
• If the data you are requesting are not already published, the data manger will contact you to discuss necessary data sharing and confidentiality agreements that must be in place to fulfill the data request.
• After this discussion, you will receive a timeline for when data will be provided.
• You will receive data through a secure data transfer system on the web site. Before you can retrieve the requested data, you will be asked to set up a login and password to gain access to the secure portal.

What can I expect if I make a request for data?

• A timely response from the data manager
• A conversation with the data manager to negotiate written agreements for data release and data use
• Requirements to  adhere to CDPHE’s existing process for access to identifiable confidential data

How does this process differ from how I have requested data in the past?

• This process centralizes the data requests, making it easier to connect with the right data manager.
• This webpage highlights links to existing reports in a “What’s Available Now” section, as well as to the Colorado Health and Environmental Data website, to help you find what data are already available without going through the data request process.

How should I cite the information I receive from this site?
Users should include a citation for data obtained through the CDPHE Data Request System, both for the original data source, as well as the website retrieval information, according to the following general format:

• Colorado Department of Public Health and Environment. [dataset/ name of product data obtained from].  From [website section/system data obtained from].  Available: [website address] ([date viewed]).
• Examples of suggested citations would be:

• For static birth and death summary tables:

Colorado Department of Public Health and Environment.  State and County Birth and Death Summary Tables.  From the Colorado Health and Environmental Data website [online].  Available: http://www.chd.dphe.state.co.us (July 17, 2012).

• For Asthma Hospitalizations from the Environmental Public Health Tracking website:

Colorado Department of Public Health and Environment.  Asthma Hospitalizations data. From the Colorado Environmental Public Health Tracking Data website [online].  Available: http://www.coepht.dphe.state.co.us (July 17, 2012).

Specific citation guidelines may be required for requested data provided through a data sharing agreement.

Many products on CDPHE websites have a source notation embedded in them.  Users should also refer to source citations provided in dataset details and metadata pages specific to a given dataset for guidance on how to cite the data.

How long will it take for me to be contacted once I initiate a request for data?

• A reply will be sent within 3 business days acknowledging that a data request was made through the electronic data request system.

• Timeline to deliver data will be discussed with the data manager and will vary with the nature of the data request.

Requests for identifying private information (confidential protected data) to support research activities that involve human subjects, or activities that contain a component of research, must receive approval from an Institutional Review Board (IRB).  The data manager will provide additional guidance as needed.   

Will I have to pay?
Depending on the nature and scope of the request, there may be a fee charged. You will be notified regarding any possible fees before work on the request begins.

How will I know if my request for data will be completed as requested?
The release of data maintained at CDPHE is governed by a combination of state statutes and regulations, program specific data release policies, and authorizations required by CDPHE Policy.  CDPHE policy is to provide the “minimum necessary” to accomplish a purpose.  Because individual confidentiality must be protected, not all data requested can be provided.  

What is considered responsible use of data?
Requestor responsibilities include:

• Use the data for statistical reporting and analysis only.
• Do not attempt to learn the identity of any person included in the data and do not combine these data with other data for the purpose of matching records to identify individuals.
• Do not disclose or make use of the identity of any person or establishment discovered inadvertently and report the discovery to CDPHE.
• Do not imply or state, either in written or oral form, that interpretations based on the data are those of the original data sources and CDPHE unless the data user and data source are formally collaborating.
• Acknowledge, in all reports and presentations based on these data, the original source of the data and CDPHE. 
• Any release of information shall include the following statement: “These data were supplied by the Colorado Department of Public Health and Environment, which specifically disclaims responsibility for any analyses, interpretations, or conclusions it has not provided.”