Requesting CMS Data- FAQs
Research Identifiable Files (RIF) | Medicare Limited Data Sets (LDS)
Research Identifiable Files (RIF) FAQs
1.1 Who is eligible to request RIF data and what are the CMS criteria for release of RIF data?
1.2 What is the difference between a new use request and reuse request?
1.3 Is federal funding required to request RIF data?
1.4 Is Institutional Review Board (IRB) approval required for RIF requests?
1.5 Any tips for filling out the request documents?
1.6 What is the timeline for the request process? When will I receive my data?
1.7 How much do the RIF data cost?
1.8 Do amendment requests for RIF data require a CMS Privacy Board review?
1.9 Should I mail hard copies of my request materials to ResDAC or CMS?
1.1 Who is eligible to request RIF data and what are the CMS criteria for release of RIF data?
RIF data can only be requested for research purposes, as defined by the System of Records (SOR) for the data being requested. RIF data cannot be used for commercial purposes, such as market analysis or creation of a commercial product. Please refer to the CMS website for details on the criteria for release of CMS data to researchers.
1.2 What is the difference between a new use request and reuse request?
Both new use and reuse requests are processes for obtaining a new Data Use Agreement (DUA) for a new study. A new use request involves purchasing new data whereas a reuse request involves reusing data that is already held at your institution under a different DUA.
1.3 Is federal funding required to request RIF data?
No, it is not required that researchers have federal funding in order to access RIF data. However, evidence of funding is necessary for the request in order to show that sufficient funds are available to purchase the files and complete the study.
1.4 Is Institutional Review Board (IRB) approval required for RIF requests?
Yes, IRB approval is required for all RIF data requests. If your institution does not have an IRB, you will need to seek out an external IRB to review your study. Please review the IRB Documentation page for more information about the documentation required.
1.5 Any tips for filling out the request documents?
Yes. Please review the ResDAC document, Tips for Completing a Research Identifiable Data Request Packet, for helpful tips on filling out the required forms and templates.
1.6 What is the timeline for the RIF request process? When will I receive my data?
The timeline can vary significantly by request. See our RIF data request Timeline to get a better sense of the request process and estimated timeframe.
1.7 How much do the RIF data cost?
The cost of RIF data depends on whether you are requesting new use or reuse of the data files. If requesting reuse only, the cost is a flat fee of $2000. If requesting new use only, the cost will depend on several factors including the size of your cohort, the files you request, the number of years, and the creation of finder files. If requesting reuse and new use, the $2000 reuse fee will be waived and you are only responsible for the cost of the files being obtained through new use.
To obtain a formal written cost estimate, please fill out a formal cost estimate request form or, to obtain a ballpark estimate, call us at 1-888-973-7322.
1.8 Do amendment requests for RIF data require a CMS Privacy Board review?
Amendment requests to add additional years for data files already covered under the existing DUA do NOT require a Privacy Board Review. However, requests for new data files (not already covered under the DUA) do require a Privacy Board review, as this implies that the study objectives and/or research questions have been slightly altered.
1.9 Should I mail hard copies of my request materials to ResDAC or CMS?
No, please submit all required documents via email to resdac@umn.edu. For your initial submission, please submit draft documents only (no signatures), as changes may need to be made to those documents. Once all documents have been reviewed by ResDAC and no further changes are needed, you may email your final documents to resdac@umn.edu. For those documents requiring signatures, please scan and email. ResDAC will forward final materials to CMS on your behalf via email.
Medicare Limited Data Set (LDS) Files FAQs
1.1 Is IRB approval required for LDS requests?
1.2 How much does LDS data cost?
1.3 What is the timeline for the request process? When will I receive my data?
1.4 Do LDS requests require a ResDAC review?
1.5 Do LDS data requests require a CMS Privacy Board review?
1.6 Should I mail hard copies of my request materials to ResDAC or CMS?
1.1 Is IRB approval required for LDS requests?
No, IRB approval is not required as part of an LDS request. For information about the documents required for an LDS request, please see this section of the CMS website.
1.2 How much does LDS data cost?
LDS prices are listed on the CMS website. Please see the section that corresponds to your file of interest for more information: https://www.cms.gov/LimitedDataSets/
1.3 What is the timeline for the request process? When will I receive my data?
LDS requests are generally being processed and shipped out to researchers about 6-8 weeks from the day of submission of the data request. Times may vary due to high volume periods. Please email datauseagreement@cms.hhs.gov for updates on the status of your LDS request.
1.4 Do LDS requests require a ResDAC review?
Requests for LDS files, including the LDS Date files, do not require a ResDAC review. However, ResDAC staff are available to review your data request packet materials for completeness and accuracy prior to their submission to CMS. Please email draft documents to resdac@umn.edu to request a review.
1.5 Do LDS data requests require a CMS Privacy Board review?
No, LDS requests do not require a CMS Privacy Board review.
1.6 Should I mail hard copies of my request materials to ResDAC or CMS?
No, please submit all required documents via email. For those documents requiring signatures, please scan and email. If you are interested in a ResDAC review, email your request documents to resdac@umn.edu. To submit directly to CMS, please email your completed request to datauseagreement@cms.hhs.gov.
Last Modified October 5, 2011